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A business meeting can be a great opportunity for coworkers to gather and discuss important issues, often with the assistance of a facilitator. They can be scheduled to address urgent issues that cannot be resolved by email or a brief chat, as well in discussing long-term strategies for a project or division.
A well-organized group and a clear agenda are the basis of an effective meeting. It is crucial to establish the desired outcome for each item on the agenda and assign the responsibility. This ensures that the meeting’s objectives are met.
It’s also important to limit the number of attendees in particular if the gathering is time-sensitive or requires critical input from a particular group. A large number of attendees can lead to ineffective discussions, and can lead to unneeded revisions. Amazon’s Jeff Bezos once advised that no business gathering should have more people than “two pizzas can feed”.
During the actual meeting, it’s vital to ensure active participation and to encourage dialogue. It is also essential to recruit a notetaker who can capture key insights or actions to be later distributed. The notetaker has to attribute all comments and contributions to the appropriate participants so that any disagreements may be quickly resolved.
A good meeting concludes with a summary of the key learnings and outlining any tasks that remain. Next steps are also confirmed. It’s also beneficial to give an opportunity for final clarifications and questions. The organizer of the meeting can thank everyone who participated and reiterate the importance of collaboration and effective communication.