Effective communication with clients hinges on the exchange of ideas. We explore here strategies to enhance the effectiveness of meetings, emphasizing the importance of thorough preparation and the provision of constructive feedback to achieve optimal outcomes.
While it may seem straightforward to schedule and manage meetings, the act of gathering individuals together with no clear purpose doesn’t necessarily boost productivity or build motivation.
In fact, before scheduling a meeting, you should have a very clear idea of what the objective is. In other words, ask yourself these questions: what is the problem I need to solve? What outcome do I need to get? Can I solve this problem by sending an email or working on a shared document? You might not need the meeting.
If you find it necessary to schedule a meeting, carefully consider whom to invite and for what reasons. The primary objective of the meeting should be active participation from attendees. Therefore, invite only those individuals whose participation is essential. Consider what each person can contribute toward achieving the desired objective and ultimately resolving the problem at hand.
Success in meetings often roots to small actions, and here you have five actions that can significantly impact the interaction with clients:
- Organize the agenda: Write down all points you want to discuss during the meeting. This practice will help prevent overlooking the main objective. For larger agendas, consider attaching them to a reminder sent out one day before the meeting. Additionally, make sure to review it at the beginning of the meeting.
- Introduce people and roles: If there are new participants in the meeting, it’s essential for the facilitator to provide clear introductions, outlining who these individuals are and the reasons behind their invitation. This ensures that everyone is aware of each other’s roles for solving the problem at hand, or achieving the meeting’s objective. Also, don’t forget to define who is in charge of taking notes.
- Promote active participation: creating a purposeful atmosphere is important, so an active participation is a must-have. The meeting doesn’t need to be long, but try to be specific about tasks or responsibilities allocated to individuals or teams, which they are expected to complete following the meeting.
- Be ready: ensure your presentation, software demos, or any other materials are prepared at least 20 minutes before the meeting commences. Being ready in advance allows for seamless transitions. Additionally, consider preparing casual conversation topics (in case people arrive earlier).
- Every meeting should be a learning event: keep in mind that every meeting presents an opportunity for continuous improvement. The goal is to refine and enhance the meeting experience, so take notes on what you can do to make it better the next time.
In successful virtual meetings, the ability to give and receive feedback is crucial, especially when finalizing deliverables or striving to meet deadlines.
If you are asked for feedback, please consider the following points:
- When providing feedback to individuals or teams, it’s crucial to communicate that the sole intention is to assist them in improving. So, they should not take it personal.
- Be direct in your communication, but in a respectful way. Avoiding conflict or sparing someone’s feelings by not speaking up. Providing feedback effectively is appreciated when done with the intention of being helpful. For example, when pointing out a problem, also offer potential solutions.
- If you feel the need to provide feedback, when no one explicitly asked for it, it’s best to ask for permission before offering it, rather than simply giving it unsolicited. You can say, “Can we chat about how the meeting went?” or “I would like to make some suggestions to contribute to solving the problem at hand”. By seeking permission before offering feedback, you demonstrate your intention to be helpful and respectful.
References
Miller, L. (2019). Facilitation Skills: The Core Skill of Great Team Leaders [Video]. Udemy. https://www.udemy.com/course/team-leadership-facilitation-and-communication-essentials/
Indeed. (n.d.). How to Run Effective Work Meetings. Retrieved from https://www.indeed.com/hire/c/info/effective-work-meetings
Rogelberg, S. (2017, July). Stop the Meeting Madness. Harvard Business Review. Retrieved from https://hbr.org/2017/07/stop-the-meeting-madness
Jaffe, E. (2021, February 24). Better Meetings Are Possible. Here’s How. NPR. Retrieved from https://www.npr.org/2021/02/24/953710787/better-meetings-are-possible-heres-how
Kiel, J., & Burshtein, S. (2022, March). Stop Wasting People’s Time with Bad Meetings. Harvard Business Review. Retrieved from https://hbr.org/2022/03/stop-wasting-peoples-time-with-bad-meetings
Lampe, K. (2021, July 22). Should This Be an Email? How to Plan More Effective Meetings. Forbes. Retrieved from https://www.forbes.com/sites/forbesbusinessdevelopmentcouncil/2021/07/22/should-this-be-an-email-how-to-plan-more-effective-meetings/
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