Meetings are an integral part of business life. They can be an effective way to make important decisions, solve problems and foster collaboration between team members. But meetings can also be a waste of time if they are not well run.

The Core Principles of a Successful Meeting

The Importance of a Clear Goal

A meeting without a clear goal is a waste of time. Set a clear goal for every meeting — discuss progress, make decisions, generate ideas or solve problems — and communicate this to all participants.

Inviting the Right Participants

Only invite participants who are truly needed. Too many people leads to unnecessary discussions. Give each participant a clear role so that everyone knows what their contribution is.

Drawing Up an Effective Agenda

A clear agenda structures the meeting. Send it to participants in time so they can prepare. Indicate the time allocated to each agenda item so the meeting stays on schedule.

Preparing for the Meeting

The Role of the Chair

The chair prepares the meeting well, sets the agenda and keeps the meeting on track. He or she resolves conflicts, motivates participants and closes the meeting on time.

Expectations and Responsibilities of Participants

Make clear agreements about everyone's role: arrive on time, participate actively and contribute to the meeting's objectives.

Choosing the Right Location and Technology

Choose a quiet, easily accessible location with the necessary facilities: wifi, audiovisual equipment and sufficient catering. Test the technology in advance to avoid delays.

During the Meeting

Managing Time

Set a time limit per discussion point and keep the meeting on schedule. Encourage participants to make their point concisely.

Taking Minutes

Appoint someone to take the minutes during the meeting. Note three things:

Active Listening and Effective Communication

Encourage participants to share their views and summarise the key points. Use visual aids such as charts or diagrams to make complex information clearer.

Problem-Solving and Decision-Making

Use the meeting to solve problems and make decisions. If a discussion risks running over, schedule a separate meeting for it. Ensure there is a clear action plan after the meeting so that decisions made are actually carried out.