The Ultimate Meeting Guide - How To Run A Meeting Like A Pro
The Ultimate Meeting Guide - How To Run A Meeting Like A Pro
The Ultimate Meeting Guide - How To Run A Meeting Like A Pro
Meeting Guide:
How to Run a Meeting Like a Pro
The Ultimate Meeting Guide 2
Introduction
Without a doubt, meetings remain an essential part CONSIDERED BE T TER THAN
of doing business. Among many other benefits, MEE TINGS
they ensure your teams stay on the same page Watching Paint Dry
with the information they need to get things done. 17%
Unfortunately, they get a bad rap for taking up time and
Enduring a root canal
resources—ultimately costing your business.
8%
Table of Contents
CHAPTER 1
Do You Even Need to Meet?................................................................................................04
CHAPTER 2
Simple, Successful Meetings Have Many Benefits.........................................................06
CHAPTER 3
Meet Like a Pro......................................................................................................................... 11
CHAPTER 4
Manage Your Online Meetings with Ease........................................................................ 16
CHAPTER 5
The Right Meeting Technology Solution for You........................................................... 19
The Ultimate Meeting Guide 4
Chapter 1
Do You Even
Need to Meet?
The Ultimate Meeting Guide 5
Chapter 2
Simple, Successful
Meetings Have
Many Benefits
The Ultimate Meeting Guide 7
But the right use of a meeting can clear that confusion. Just
remember the old cliché: “Less is more.” Concisely run meetings
stay on point and convey a direct message. When meetings are
easy to follow, participants leave the room with clear answers to
their important questions. Even if they come to the meeting with
only a vague sense of the agenda, efficiently run meetings provide
actionable direction that employees can immediately implement in
their daily tasks.
Simple, Successful Meetings Have Many Benefits The Ultimate Meeting Guide 9
4. Stronger accountability
Micromanagement is less effective than you might think. Forbes 60% of surveyed
reported a Robert Half study revealing that more than half of 450 employees have
surveyed employees have worked under micromanagers—with
worked with a
dismal results.
micromanager
What then should a manager do? Increasing employee
accountability keeps employees on task without constant
oversight, and productive meetings can help. Well-structured, 68% of them felt the experience
was demoralizing.
efficient meetings ensure all members understand their role in
whatever’s being discussed—enabling facilitators to better hold
team members accountable throughout the duration of a project.
55% said it diminished their
With prior planning and streamlined discussion, meetings can
productivity.
be a great project management tool rather than a time-
management nightmare.
5. Quality decision-making
Chapter 3
With the advent of online meetings, new issues arise on top of traditional
meetings’ associated challenges. But there’s hope for the business world
among team leaders who approach their meetings with thoughtfulness
and strategy.
Here are some suggestions for tackling these frustrations head on.
4. Provide visuals to
follow along.
Like grade school show and tell taught us
years ago, we remember better with a visual.
Presentation guides better retain attendees’
collective attention when discussing intricate
details or moving from one topic to the next—
so your team members don’t mentally drift and
miss important information. Not to mention,
many people better comprehend a subject
when they also see what’s being discussed;
taking the conversation from theory to reality.
Chapter 5
PREPARATION. Don’t let setup issues cut into your meeting time. In order to
avoid technical delays, make sure everyone involved has the right technology,
invites, and call-in info.
Check your tech and hardware: Don’t wait to the last minute; verify all your URL
links, dial-in lines, microphones, and video work before sitting down to meet.
Avoid Distractions: To limit distractions and keep your meeting on track, ensure
all remote participants’ lines remain on mute when not talking.
Manage Your Online Meetings with Ease The Ultimate Meeting Guide 18
Don't Forget About Security: Make sure your solution provides security and
privacy features to better protect sensitive information.
Share the recording: Send out the recording link to meeting participants along
with the meeting notes, so that they can refer back to it later.
The Ultimate Meeting Guide 19
Chapter 6
Sources
“7 Deadly Sins of Staff Meetings,” 2014, Inc. | “9 Public Speaking Lessons from the World's Greatest TED Talks,” 2014, Forbes |
“Achilles’ Ear? Inferior Human Short-Term and Recognition Memory in the Auditory Modality,” 2014, PLOS ONE | “Busy CEOs spend
nearly one day each week managing communications, two days in meetings,” 2014, Bain & Company | “Collaborative Overload,”
2016, Harvard Business Review | “Curve of Forgetting,” University of Waterloo | “How to Design an Agenda for an Effective Meeting,”
2015, Harvard Business Review | “Obsolete Annual Reviews: Gallup's Advice,” 2015, Gallup | “Quarterly Digital Intelligence Briefing:
2016 Digital Trends,” 2016, Econsultancy | “The Science Behind TED's 18-Minute Rule,” 2014, LinkedIn Pulse | “This Weekly Meeting
Took Up 300,000 Hours a Year,” 2014, Harvard Business Review | “What to Do If Your Boss Is a Micromanager,” 2014, Forbes |
“Workers Consider Status Meetings a Productivity-Killing Waste of Time,” 2015, Clarizen/Harris Poll | “Your Scarcest Resource,” 2014,