{"id":6509,"date":"2023-02-20T10:39:35","date_gmt":"2023-02-20T10:39:35","guid":{"rendered":"https:\/\/entertainment.runfyers.com\/index.php\/2023\/02\/20\/how-to-successfully-start-a-meeting\/"},"modified":"2023-02-20T10:39:35","modified_gmt":"2023-02-20T10:39:35","slug":"how-to-successfully-start-a-meeting","status":"publish","type":"post","link":"https:\/\/entertainment.runfyers.com\/index.php\/2023\/02\/20\/how-to-successfully-start-a-meeting\/","title":{"rendered":"How to successfully start a meeting"},"content":{"rendered":"<p> <br \/>\n<\/p>\n<div>\n<p>When you\u2019re in charge of leading the next company check-in, client introduction call or follow-up meeting, just figuring out how to open a meeting can be stressful! To get your next meeting set up for success, there are two things you need to do:\u00a0<\/p>\n<ol>\n<li>prepare <em>before<\/em> the meeting\u00a0<\/li>\n<li>prepare <em>for<\/em> <em>the beginning<\/em> of the meeting\u00a0<\/li>\n<\/ol>\n<p>Rather than \u201cwinging it\u201d at your next meeting, follow these tried-and-true steps for a successful meeting opening.\u00a0<\/p>\n<h2 id=\"h-before-the-meeting\">Before the meeting\u00a0<\/h2>\n<p>Did you know that 60% of workers<a href=\"https:\/\/www.travelperk.com\/blog\/back-to-business-travel-how-does-the-us-feel-about-returning-to-work\/\" target=\"_blank\" rel=\"noopener\"> do more prep for in-person meetings than virtual ones<\/a>? Although common, this is a mistake! No matter the type of meeting, <strong>preparation is the key to success.<\/strong> Follow these tips to begin your meeting effectively.\u00a0<\/p>\n<h3 id=\"h-define-the-objectives\">Define the objectives<\/h3>\n<p>As the meeting facilitator, you need to understand the <strong>who<\/strong>, <strong>what,<\/strong> and <strong>why<\/strong>.\u00a0<\/p>\n<ul>\n<li><em>Why<\/em> is the meeting happening?\u00a0<\/li>\n<li><em>Who<\/em> really needs to be there (and what is their role in the meeting)?\u00a0<\/li>\n<li><em>What<\/em> are the main goals or objectives to achieve during the meeting?\u00a0<\/li>\n<\/ul>\n<p>Defining these clearly will help get your meeting off to a great start and give you a clear roadmap to follow for an effective meeting, from start to finish.\u00a0<\/p>\n<h3 id=\"h-share-an-agenda\">Share an agenda\u00a0<\/h3>\n<p>For a successful meeting, get everyone on the same page\u2014literally!\u2014before the meeting starts. Share an agenda with the meeting participants, ideally at least a week in advance.\u00a0<\/p>\n<p>An agenda gives a clear purpose and clear objectives to your meeting so that you can keep meetings productive. Rather than having to explain everything in person, you can simply give a quick recap and dive in.\u00a0<\/p>\n<div id=\"summary-box-block_8fca390d84e4f1daea11fdb5e82af8d9\" class=\"summary-box\">\n<div class=\"wrapper\">\n<div class=\"content\">\n<h3 class=\"heading\">Undecided as to whether a meeting should be online or face-to-face?<\/h3>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<h2 id=\"h-how-to-open-a-meeting\">How to open a meeting<\/h2>\n<p>First impressions matter with business meetings as well as introductions. If you\u2019ve done your prep work, starting your meeting successfully should be simple.\u00a0<\/p>\n<p>Get your meeting off to a great start by <strong>outlining clear objectives<\/strong>, <strong>adhering to the meeting time<\/strong>, and finding ways to <strong>empower everyone to contribute<\/strong>.\u00a0<\/p>\n<h3 id=\"h-start-on-time\">Start on time\u00a0<\/h3>\n<p>As the meeting facilitator, value everyone\u2019s time and get started promptly. Of course, it\u2019s inevitable that some people may be late, but simply acknowledge a short buffer zone and then proceed with your planned agenda. After all, no one likes sitting around making small talk for ten minutes while waiting for a meeting to get underway.\u00a0<\/p>\n<p>You might consider saying something like,\u00a0<\/p>\n<p><em>\u201cHi everyone, welcome! We\u2019ll give a minute or two for everyone to arrive and then dive in.\u201d\u00a0<\/em><\/p>\n<h3 id=\"h-welcome-participants-and-make-sure-everyone-is-ready\">Welcome participants and make sure everyone is ready<\/h3>\n<p>This is especially important for virtual meetings. Take a minute to ensure everyone\u2019s microphones and audio is working (and cameras, if needed) to prevent interruptions later.\u00a0<\/p>\n<p>This is a great thing to do while you\u2019re waiting for everyone to arrive. You might say something like,\u00a0<\/p>\n<p><em>\u201cCan everyone hear me okay? I\u2019ve just shared my screen as well, let me know if you can\u2019t see it.\u201d\u00a0<\/em><\/p>\n<p><em>\u201cSince this is going to be a brainstorming meeting, let\u2019s make sure everyone can hear everyone before we start. Can everyone go around and quickly say your name for a quick sound check?\u201d\u00a0<\/em><\/p>\n<p>If any team members\u2019 camera or audio isn\u2019t working, this gives them time to remedy it before getting too far into the meeting. During this time, you should also keep an eye on the \u201cwaiting room\u201d or \u201clobby\u201d of your video conference and be sure to admit any participants who get stuck in there.\u00a0<\/p>\n<h3 id=\"h-review-the-objectives-and-agenda\">Review the objectives and agenda\u00a0<\/h3>\n<p>Once you\u2019ve welcomed everyone, you should take a minute to review the meeting objectives and action plan. By doing so, you communicate to your participants that you value their time and perspectives (by keeping the meeting focused). During this time, you should also review any ground rules to keep the meeting on track.\u00a0<\/p>\n<p>You might say something like,\u00a0<\/p>\n<p><em>\u201cLet\u2019s go ahead and get started. As a reminder, our goals for this meeting are to discuss the three software options we have and come to a final decision about which to move forward with.\u201d\u00a0<\/em><\/p>\n<p>A few tips to do this effectively:\u00a0<\/p>\n<ul>\n<li>Consider writing the meeting agenda on a whiteboard or somewhere visible to help people stay on track during the meeting.\u00a0<\/li>\n<\/ul>\n<ul>\n<li>If it\u2019s a longer meeting (30+ minutes), consider breaking down different agenda items and list the allotted times of each so everyone knows approximately how long to spend on each action item.\u00a0<\/li>\n<\/ul>\n<ul>\n<li>During team meetings, refer back to the agenda if the conversation is going off-topic to avoid letting open discussion periods become a waste of time.<\/li>\n<\/ul>\n<h3 id=\"h-define-roles-so-everyone-knows-what-s-expected\">Define roles so everyone knows what\u2019s expected<\/h3>\n<p>In some meetings, it can be helpful to define roles, such as decision-makers and note-takers so each team member knows what\u2019s expected of them and how to contribute. This can be informal, and it can be done at the start of the meeting or in advance.\u00a0<\/p>\n<p>You might say something like,\u00a0<\/p>\n<p><em>\u201cAs we work through these action items today, Joe is going to take minutes for us and share them later, and Sarah is going to present the different options we\u2019re choosing between.\u201d\u00a0<\/em><\/p>\n<p>Many people are afraid of coming across as bossy, but a great discussion is aided by someone taking the lead, guiding the conversation, and keeping everyone on track.\u00a0<\/p>\n<h3 id=\"h-plan-a-good-way-to-dive-in\">Plan a good way to dive in\u00a0<\/h3>\n<p>Finally, dive into your agenda items. You should plan this transition in advance so you\u2019re not stuck in the moment trying to energize the room.\u00a0<\/p>\n<p>If you\u2019ve developed a good agenda, you may want to simply jump into the first action item. Other ideas:\u00a0<\/p>\n<ul>\n<li>kick off with a <a href=\"https:\/\/www.travelperk.com\/blog\/60-best-icebreaker-questions-for-work-events\/\" target=\"_blank\" rel=\"noopener\">quick icebreaker<\/a> (great for team building)<\/li>\n<li>start with a roundtable where each person shares an update or idea<\/li>\n<li>begin with a brainstorming session\u00a0<\/li>\n<\/ul>\n<p>Whatever it is, be sure it adds value by making progress on your objectives. In addition, ensure that your transition is both <strong>brief<\/strong> and <strong>suited for the formality and purpose of the meeting<\/strong>. You don\u2019t want to play a lighthearted icebreaker at an important stakeholder meeting!\u00a0<\/p>\n<div id=\"summary-box-block_c985891d7f926adb94fe1f57ada93558\" class=\"summary-box\">\n<div class=\"wrapper\">\n<div class=\"content\">\n<h3 class=\"heading\">Interested in applying these tips in different situations?<\/h3>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<h2 id=\"h-key-takeaways\">Key takeaways:\u00a0<\/h2>\n<p>To recap, here\u2019s the five steps to a great meeting opening:\u00a0<\/p>\n<ul>\n<li>Welcome everyone and make sure everyone can see\/hear everyone else.\u00a0<\/li>\n<li>Start the meeting on time.\u00a0<\/li>\n<li>Review the agenda and objectives. Keep the purpose of the meeting at the forefront.\u00a0<\/li>\n<li>Define roles, if needed.<\/li>\n<li>Plan an effective transition to get into your agenda items.\u00a0\u00a0<\/li>\n<\/ul>\n<p>All of the above should take no more than 5-10 minutes, depending on how long your meeting is. Even though the beginning of your meeting should be brief, a well-planned and thoughtful meeting start will set the tone for a successful and productive meeting.<\/p>\n<\/p><\/div>\n<p><br \/>\n<br \/><a href=\"https:\/\/www.travelperk.com\/blog\/how-to-successfully-start-a-meeting\/\" target=\"_blank\" rel=\"noopener\">Source link <\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>When you\u2019re in charge of leading the next company check-in, client introduction call or follow-up meeting, just figuring out how to open a meeting can be stressful! To get your next meeting set up for success, there are two things you need to do:\u00a0 prepare before the meeting\u00a0 prepare for the beginning of the meeting\u00a0 [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":6510,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[15],"tags":[],"class_list":{"0":"post-6509","1":"post","2":"type-post","3":"status-publish","4":"format-standard","5":"has-post-thumbnail","7":"category-travel"},"_links":{"self":[{"href":"https:\/\/entertainment.runfyers.com\/index.php\/wp-json\/wp\/v2\/posts\/6509","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/entertainment.runfyers.com\/index.php\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/entertainment.runfyers.com\/index.php\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/entertainment.runfyers.com\/index.php\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/entertainment.runfyers.com\/index.php\/wp-json\/wp\/v2\/comments?post=6509"}],"version-history":[{"count":0,"href":"https:\/\/entertainment.runfyers.com\/index.php\/wp-json\/wp\/v2\/posts\/6509\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/entertainment.runfyers.com\/index.php\/wp-json\/wp\/v2\/media\/6510"}],"wp:attachment":[{"href":"https:\/\/entertainment.runfyers.com\/index.php\/wp-json\/wp\/v2\/media?parent=6509"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/entertainment.runfyers.com\/index.php\/wp-json\/wp\/v2\/categories?post=6509"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/entertainment.runfyers.com\/index.php\/wp-json\/wp\/v2\/tags?post=6509"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}