Whether a manager or an employee, you have been in those meetings that aim at finding solutions for particular problems. All attendees will give different opinions and ideas. However, it is all in vain; no one is taking notes, not even for the ideas that might be the perfect solution for the main issue.
At the end of the meeting, there’s a person that will be given the responsibility of searching for specific information or speaking to someone that did not attend the meeting. That’s it. All goes back to normal.
You can definitely notice that these unsuccessful meetings lack major factors; maybe good leadership, maybe previous planning, maybe liability… or it may lack all of the mentioned.
If you want to hold a successful meeting that can bring up the solution in only one hour, you will need to base it on 4 major factors listed below:
- At first, you need to identify the problem and its main causes. If possible, try to spot the issues before they occur. During the first twenty minutes of the meeting, discuss with participants the main causes of the problem and agree on the most dominant ones.
- Assign someone to write down or record all the ideas and opinions. This way, you can base the meeting on pre-planned discussions and you wouldn’t waste time to gather the information throughout the meeting.
- Ask the attendees to list the most effective solutions in their opinion and explain how they might serve the issue positively. Classify all their opinions between categories that state whether they are effective or not and whether they require much effort or not.
- Make sure you invite only the people that must attend the meeting, and be aware of the whole issue before any action is taken.
- Lead the meeting to always get more fruitful by basing it on an effective plan.
- Assign tasks to employees you think can do the required and make sure to follow up so that your request is accomplished on time.
When you follow the entire above steps, you will ensure an organized, well-led and effective meeting. When you identify the problem, choose the right people to solve it, prioritize the causes and potential solutions, assign the required tasks for qualified people and persevere to get things done, you will be surprised of how much time you have saved and how effective the solutions will be.