With so much on the to-do list, it is important for business leaders to manage meetings effectively so as to get the most out of their time. Below are some very simple tips that we like to give our clients, when advising them on internal communications for their organisations. We find that these simple rules can go a long way towards ensuring productive meetings, whilst minimising time commitment.

Have clear objectives
Have a specific goal for the meeting. Are you reviewing a project, submitting a proposal or starting a new initiative? Pick one core issue that needs your attention and inform invited colleagues of that goal.

Two’s a crowd
Try to keep attendance at meetings to a maximum of 10 attendees. You should invite those with the skillset to achieve the goals you have set. If people can’t help with the problem they can become disengaged.

Aim to keep meetings to an hour 
Meetings that are any longer than an hour can lose their focus. Attendees are likely to go off-topic. If there are clear time restraints, colleagues are often more conscious and willing to focus on the aims.

Encourage participation
Use open-ended questions to encourage people to voice their opinions instead of questions that can be answered with a yes or a no.

Come prepared
If you are bringing information for others, keep the layout concise and very visual so that they can glance at it throughout the meeting.

Follow up
Always follow up after a meeting with an email.  You should highlight the topic that was discussed, options that were considered and what actions must now be undertaken, by whom and by what date.

So there you have our Top Tips for hosting an effective meetings. If you would like to know more about how you can become a respected and efficient leader why not try our blog on Thought Leadership?

Post by Susie Horgan

Susie founded Springboard in 2011, and has developed the business into a leading, director-led communications agency. She has worked for over 20 years in senior marketing and public relations roles.