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THE KEYS TO A SUCCESSFUL MEETING

There are really three key concepts to keep in mind to make every meeting you run a successful meeting.

First, treat every meeting as part of a continuous flow of business operations and communications, not as a one-time event. The success of any meeting is determined not only by the effectiveness of your planning and preparation for the meeting itself, but also by the expectations your employees develop about the role of meetings. Managers who conduct successful meetings develop a type of “meeting culture” where their employees hold positive expectations about the role of meetings in the management of the business. For these employees and their managers, meetings become an important part of “how we operate,” “how we coordinate,” and “how we get the job done,” rather than an “interruption” and “waste at time.”

A second key concept for conducting successful meetings is the recognition that meetings involve people interacting in a group setting and that people behave differently in groups than they do one-on-one. Some people are more open and animated, and some act more retiring in a group. The more you know about the participants in your meeting and how they behave in a group session, the more likely you will be able to plan and conduct a successful meeting.

Finally, a key to conducting a successful meeting is to start on time, end on time, and keep the meeting short. Generally, every minute you delay or extend a meeting beyond its schedule, the less effective it tends to be. When you start late, people will get into the habit of arriving late. When you extend meetings past their scheduled ending, people “tune out” as they begin to focus on going home, attending their next meeting, or getting back to their “real” work.

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