Effective Workplace Meetings: Objectives and Themes

• Meetings are important for contact and integration in various groups
• Workplace meetings are frequent and can address diverse issues

Purposes of Workplace Meetings

• Solving problems

• Gathering/sharing information

• Fostering contact among employees

• Creating training courses

• Making decisions

• Brainstorming product/service ideas

• Poorly organized meetings can be frustrating and unproductive

• Motivating participants and considering their interests are keys to successful meetings

Core Elements of Meetings

• Objective: The reason for holding the meeting

• Subjects: The meeting convener/moderator and the participants

• Timing: When the meeting is held and its duration

• Venue: Physical or online meeting space

• Objectives and themes, purposes of meetings should not be confused

Objectives

• The intended outcomes/goals of the meeting

Theme

• The specific topic to be discussed

• Defining the theme in advance focuses the discussion, prepares participants, avoids uncomfortable topics, and increases satisfaction

Common Meeting Objectives

• Coordinating task and responsibility assignments

• Discussing and resolving problems/challenges

• Planning and scheduling training activities

• Evaluating progress on processes/tasks

• Encouraging effective communication, teamwork and receiving suggestions

• Participant numbers are critical for space planning, logistics, interaction and determining duration

• The moderator is key for starting the meeting, presenting topics, managing speaking turns, guiding discussions, and closing the meeting

Moderator Functions Before a Meeting

• Choosing the topic and setting a limited number of objectives

• Preparing and sharing documents and agendas in advance

• Determining and inviting relevant participants

• Providing a suitable meeting space and necessary resources

• Sending meeting invitations with date, time, location, topics, and required confirmations

• Recommended meeting length is 1 hour, but experts suggests 30 minutes max

• Avoid scheduling meetings at the end of the day to prevent fatigue

• A meeting invitation needs include date, hour, length,, and location

Moderator Responsibilities at the Start of a Meeting

• `Presenting the participants’ by:

  • Having participants share prepared introductions
  • Using a question-and-answer format
  • Using a graphical representation activity

• Never use presentations in meetings where everyone knows each other

• Consider the type of meeting when choosing the style

Presenting the Topic

• Clearly explain what the topic is

• Explain why that topic was chosen

• Explain what makes it relevant to the participants

• Display information visually and engaging way to capture the participants attention

• The moderator needs to suggests a working method that the team is happy with such as defining the problem and solutions

During meetings, the moderator must

• End discussions if topics are unproductive

• Actively listen and observe verbal/nonverbal communication

• Maintain energy level

• Keep the discussion on track with limited time

• Note off-topic issues for later

• Considering participant personalities/attitudes is key

Understanding participant personalities helps to:

• Plan the meeting's flow
• Predict participant behavior
• Plan effective moderation strategies
• Manage conflicts.

Types of Attendees

• The silent one: Shy/insecure, they need encouragement from the moderator
• The monopolizer: Needs to be heard, doesn't listen or cooperate
• The consistent objector: Negative and uncooperative
• The uninterested one: Distracted/bored, avoids involvement
• The debater: Tries to show knowledge, offers useful information but can disrupt with disagreements, needs moderator control

At the end of meeting, the moderators function by:

• Summarizing main points concisely/logically without adding opinions
• Allotting 10-15 extra minutes for questions/concerns
• Creating and circulating minutes which is a short report that include:
  • a summary of the meeting’s discussion and outcomes

Types of Meetings according to how information flows:

• Top-down information meetings: Superiors share info with subordinates
• Bottom-up information meetings: Attendees share info with organizers to understand group behavior/opinions (requires active moderation)
• Horizontal information meetings: Facilitate communication among people without hierarchy, which promotes trust

Other Meeting Types

• Shift handover meetings: Daily meetings between ending/starting shifts to maintain work workflow
• Online meetings: Use virtual platforms to connect remotely working teams
• Videoconferences: Enable real-time interaction among people in different locations, saving money and time

Key Factors for Online Meetings

• Choose a suitable platform accessible to all members
• Ensure a quiet setting and a stable internet connection
• Record the session for absent members
• Share supporting material before/during the meeting
• Provide the meeting link/details to participants

Meeting conduct and etiquette

• Punctuality
• Preparedness to prevent inprovisation
• Recap prior to progressing to other topics
• Active listening
• Allowing others to speak uninterrupted
• Brief and to the point discussions
• Keep the phone out of reach

Explore the purposes and core elements of effective workplace meetings. Learn how to define clear objectives, choose relevant themes, and engage participants to ensure productive discussions. Discover strategies for avoiding unproductive meetings.