Running an effective company meeting can improve your profession and prominence. It braces business sales and morale, depending on its purpose. A conference that isn’t planned well can impact your career negatively. If the speakers don’t impress the attendees, or you run out of facilities it can end up being very in effective. So ensure you plan your company conference thoroughly. Don’t leave anything to chance.
Here is how to run the most effective meeting possible:
- Have a clear objective
For a meeting to be successful, it must have a specific and defined purpose. Before sending a calendar invite, ask yourself: What do I seek to accomplish? Are you alerting people to a change in management or a shift in strategy? Are you seeking input from others on a problem facing the company? Engage in team building activities? The purpose determines much of the rest of the conference in terms of the speaker, its size and the agenda.
- Consider who is invited
In order to run an effective meeting, take time to think about whom really needs to be there. If you are publicizing a transformation, invite the people who are affected by the publication. If you are trying to solve a problem, invite people who will be a good source of information for a solution. When the attendees think that what’s being discussed isn’t significant to them, or they lack the skills or proficiency to be of assistance, they will view their attendance as a waste of time.
- Brief your moderator and facilitator
Briefing your moderator and facilitator is crucial for driving interaction at your question and answer session. Have your moderator as the voice of the audience, which drives and steers the conversation between presenters and attendees. Involving moderators in pre-planning phase helps in the influence of the format and flow. Moderators are also there to ensure correct timing during Q&A sessions, they help in structure and agenda of the meeting so as to clarify on the number of Q&A ‘S.
- Build enough time for Q&A
Dedicating 5 minutes for Questions and Answers is not enough. To make the Q&A useful at all, ensure you create enough time for the discussion to evolve. Creating this time depends on your event format, type of session, audience size and the number of speakers. To bring more diversity and interaction into your agenda, consider adjusting the time frame of the meeting.
- Keep an eye on the time
Time is a very essential factor to consider when running a meeting. Make sure you keep an eye on the time and stick to the agenda as much as possible. In case you run out of time, prompt the audience to choose their, most favorite questions submitted through the Q&A platform. Then you can address the chosen questions to ensure the process is as democratic as possible. You can always invite the speakers to respond to the outstanding questions after the meeting and share the answers with the attendees.