How To Lead A Meeting Effectively - Docket

How To Lead A Meeting Effectively

Anyone who has ever worked or even volunteered for an organization has undoubtedly been present at one bad meeting. Bad meetings are those that you cannot wait to get out of, those where there staff meeting agenda is unclear or nonexistent, those where the person in charge has no idea how to steer a meeting nor do they have the skills to lead a meeting and so everyone just sits, stares, and wonders whether are staff meetings necessary at all. Someone might offer an idea, only to have it shot down or for topics to wander with nothing ever being decided.

The following is a look at why effective team meetings are so important, ground rules for effective meetings, and recommendations on how to lead productive team meetings and successful staff meetings. From a first team meeting agenda to a recap, anyone can lead a meeting effectively. 

The Importance of Meetings to Any Company or Institution

As bad as meetings can sometimes go, they are incredibly important. An effective meeting agenda and guidelines can really improve the productivity of an organization. Good meetings can be any of a number of types of meetings just so long as they are those that have been properly planned, organized, and led by someone who knows how to chair a meeting with confidence and collaboration in mind. According to Harvard Business Review, running effective meetings by identifying the meeting purpose, type, and size can determine a product meeting meaning, understand what the meeting is for, who the right people are to solve the problem, and provide the right tools based on the type of meeting it is.

When you know how to lead a meeting well and effectively, you and your company or business can enjoy the following key and important benefits of staff meetings:

  • Quick conflict resolution. You get any two people on a project and at some point, there will be a conflict. Problems and issues will arise in any team and on any project. A good leader who incorporates strategies for leading effective meetings is adept at using meetings as a venue for team members to share their issues on a work problem. Sharing conflicts and allowing others to input is how those conflicts get resolved.
  • Better decisions. The sign of a good leader is one who knows the value of their employees. The ground rules for effective department meetings should always include spaces for employees to share their ideas. With their ideas, better decisions can be made.
  • Faster decisions and more engaged employees. Bad meetings can make employees feel useless and can actually bring down overall productivity. But a great meeting that incorporates staff meeting topics and allows for employees to generate team meeting ideas is one that will result in more engaged employees and an overall team that makes faster, better project decisions.

How to Lead a Meeting Effectively

Now that you know the benefits of conducting effective meetings, the next step is to look at yourself and how to have a great staff meeting and how to make staff meetings more engaging overall.

The absolutely most important first step here is to be ready. Whether you start with an effective meetings book, effective meetings pdf, or effective meetings ppt to help you out, the number one rule anywhere is to be prepared. So consider utilizing a how to lead a meeting script, effective meeting strategies PDF,  or how to run a meeting pdf if you’re about to organize your first meeting. This type of script or pdf will help you organize your first team meeting ideas and how you how to create a team meeting agenda so that you stay on topic and stay organized. When you’re organized, the meeting is organized.

The next key aspect of effective meeting strategies boils down to how you the leader approaches it. Leading a meeting with confidence in your organization and in your ability to navigate team issues is a cornerstone of leading great meetings.

But how to be confident in meetings? Again, this is a step that often comes from being organized. When you have your meeting organized with bullet point topics and issues to discuss beforehand, whether it’s a staff meeting in school or a monthly meeting with employees, then whenever you feel like you’re faltering, you will have an outline, effective meetings guidelines, and bullet points to fall back on.

Tools to Help Support Effective Meetings

As you might guess, the number one tool for how to improve staff meetings is a tool that allows you to easily organize your meeting agenda and the topics for team meetings at work you want to follow. A weekly team meeting agenda template may also be a good tool for you to start with as it can provide a basic plug-in bullet list.

In addition, creating better meeting focus can ensure meeting guests are prepared to help solve problems at hand. Using a collaborative tool like Docket that provides agenda templates,  best practice meeting structure, inline authoring notations, and custom agenda and recap notifications can help simplify your meeting process end to end.

We hope these tips and leading a meeting techniques will help you create a more productive meeting agenda and help you run more effective meetings.

About the Author

Heather Hansson

Heather Hansson

Heather directs product management and content marketing initiatives for Docket. She enjoys leading cross-functional teams to work together on vision, strategy, and implementing solutions that help people work and live better. When she isn’t helping rid the world of wasteful meetings with Docket, Heather likes to run, take violin lessons with her son, and spend time with her family.
Docket was named the 2020 Zoom™ App Marketplace ‘Whale Watch’ Competition Winner.Learn more
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