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How to Arrange and Conduct Effective Meetings

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How to Arrange and Conduct Effective Meetings

Meetings are fundamental to every organization, whether small or multinational.

Organizations that emphasize meetings are more effective than those that depend on information

dissemination. Several key elements must be followed to improve productivity to arrange and

conduct an effective meeting. Effective meetings need clear objectives, highlighted agendas, and

proper planning. This paper explores the necessity and vital elements of organizing and

conducting effective meetings.

Why I Selected the Topic

Despite meetings being integral to personal and professional environments, they can be

seen as a waste of time if poorly planned and conducted. Eventually, it leads to frustration and

loss of productivity. I chose this topic because I have experienced ineffective meetings that

neither achieved the expected goals nor engaged the participants. Additionally, most

organizations spend a considerable chunk of their time in meetings, but nearly half is wasted. For

instance, according to MIT Sloan, senior executives spend around 23 hours per week in

meetings, with more than half of the time considered ineffective (Rogelberg et al., 2007).

Therefore, it is crucial to conduct effective meetings so everyone can save time and realize better

outcomes.

What Is the Topic About

The subject of effective meetings comprises several aspects, including agenda, meeting

preparation, timing, leading a meeting, and communication. Effective meetings will achieve the

laid goals, engage the participants, respect their time, and eventually lead to tangible outcomes.

Meeting organizers and leaders should follow key principles and practices to achieve these

outcomes.
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First, the meeting organizer should identify the type of meeting and come up with proper

preparation. There are several types of meetings, namely, information meetings, discussion

meetings, directed meetings, problem-solving discussions, exploratory discussions, and staff

meetings. Information meetings are held to transfer information to a group. In this setting, the

leader does most of the talking. Discussion meetings are majorly aimed at achieving an

agreement on something through the exchange of information and opinions. Directed discussion

is done when a conclusion on a matter has been realized. Here the leader seeks the participant's

approval. Problem-solving meetings are held when there is a problem, and the participants must

invent a solution. Exploratory discussions are for acquiring information on which others can base

their decisions. A staff meeting may be an information or discussion meeting. It is generally held

to facilitate communication within a group (McConnell, 2018).

The most crucial key to conducting an effective meeting is thorough preparation.

Preparation is vital since it ensures that a meeting is well-organized, productive, and achieves its

goals. It involves defining a problem, deciding what should be accomplished, selecting the

meeting type, selecting the right participants, distributing advance information, arranging proper

facilities, notifying participants, and preparing an agenda (McConnell, 2018). A clear and

concise plan distributed to the participants in advance will ensure that the meeting stays on track.

Generally, applying these principles will ensure that meetings are more efficient and will lead to

better outcomes.

Leading a meeting is another crucial part of arranging and conducting an effective

meeting. The meeting leader is responsible for managing time, creating a collaborative

environment, and ensuring the meeting's objectives are attained. According to the Harvard

Business Review, asking questions is a powerful tool that spurs learning and exchanging ideas
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(Brooks & John, 2018). A good meeting leader will create a friendly environment where all

participants can ask questions and contribute. Therefore, choosing a leader with the necessary

skills is necessary to keep the meeting on track.

Videoconferencing has become increasingly popular in conducting effective meetings.

With the rise in remote jobs, it has become a crucial tool for meetings with members and clients.

Videoconferencing improves the efficiency of meetings as it reduces travel times and expenses.

However, a problem associated with videoconferencing is that it creates an illusion that a person

speaking avoids eye contact. Eye contact is a nonverbal skill that figures strongly in

interpersonal skills.

My Experience With the Selected Topic

I have participated in many meetings, ranging from small group discussions to large

conferences conducted in person and via videoconferencing platforms. Some meetings were well

executed, while others were chaotic and unproductive. I have also organized and conducted

meetings myself as a meeting leader. My experience has allowed me to apply some of the

necessary principles for effective meetings.

How the Topic Affects My Work and Personal Environment

In my work, meetings have a significant impact on projects. Therefore, I am responsible

for ensuring that they are well-organized and productive. In my environment, I encounter

meetings in family discussions, community events, and social gatherings. Even though they are

informal, they still require planning to avoid misunderstandings. I usually try to have effective

meetings in my interactions to avoid wasting time.

The topic of effecting meetings is helpful in every organized person. By applying the

elements in the essay, meeting facilitators can ensure that their meetings are always productive.
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An effective meeting contributes to improved decision-making, teamwork, and participant

satisfaction. Therefore, investing in skills and knowledge is crucial for effective meetings.
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References

Brooks, A. W., & John, L. K. (2018). The surprising power of questions. Harvard Business

Review, 96(3), 60-67.

McConnell, C. R. (2018). The effective health care supervisor (9th ed.). Jones & Bartlett

Learning.

Rogelberg, S. G., Scott, C., & Kello, J. (2007). The science and fiction of meetings. MIT Sloan

Management Review, 48(2).