Tips to conduct a productive
meetings
Sending invite
- Send meeting invite at least couple of days in advance
- Ensure have proper subject line in the meeting invite – most of the executives will not have time to open the invite
- Publish full Agenda in the meeting invite
- Ensure publish bridge/conference number along with team room details. This is important esp. if you are working in a global team
Before meeting
- Go to the meeting room 5- 10 minutes earlier to avoid last minute surprises
- Switch on computer and projector and have presentation with Agenda slide ready and projects before meeting starts
- If you going to use white board – write agenda topics in advance and , if possible write presenter/speaker name next to each agenda topic
During meeting
- Give a quick roll call for the benefit of people who joined over the phone
- Keep a tab on time; ensure important topics of the meeting get priority. If some topics required more discussion you can always schedule a separate call
- Don't hesitate to suggest to take topic offline if you feel that topics getting diverted.
- Last 4 or 5 minutes summarize the discussion and action items
- Ensure every one gets their opportunity to express their ideas ,but time box this
- Ensure people on phone get connected with the topic
After meeting
- . Ensure to publish Meeting minutes with action items and ETA
- Write up a summary email and copy important stakeholders
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