Running an Effective and Efficient Business Meeting

When you're sitting at home, watching TV, and you remember that you have a business meeting in the morning, what emotions run through you? Excitement? Dread? Boredom? Do you sigh and wish that you could just skip it, or are you energized by the things you could potentially accomplish? For most of the world, business meetings are a drag, plain and simple. And if the leader of a business meeting is bored to tears, how do you think the other attendees feel?

Following are a few tips on how to run an effective and efficient business meeting. Although every tip will probably not apply to you, they should spark recognition in your memory of what you were taught in business school and lead you in a more effective and efficient direction.

Before the Business Meeting Starts

1. Send Out a Memo. No one likes to blindly enter a business meeting with no idea what could be on the agenda. To prepare the other attendees for your meeting, send out a short memo that details what will be discussed. This gives employees an opportunity to think and outline their ideas, which will lead to a more productive meeting.

2. Take Minutes. Although you (as the leader of the business meeting) shouldn't take notes, you should appoint someone else to do it for you. Taking minutes allows there to be a record of what was discussed at the meeting. Once concluded, copies should be made of the minutes and distributed to everyone in attendance.

3. Set Out Snacks. Some people feel that providing snacks at business meetings is a distraction, but I think otherwise. Snacks gives the attendees a way to stay fresh and alert. Whether it's apple wedges, donuts, cheese and crackers or mini sandwiches, snacks will help keep attendees in focus.

4. Prepare the Venue. No matter where you are holding the meeting, the venue should be prepared beforehand. Make sure you have all of the necessary supplies (hand-outs, dry-erase board, pens, etc.) and that no one else will be using the meeting room during the time for which you have reserved it.

During the Business Meeting

1. Consider Sitting at a Circular Table. Think Knights of the Round Table here; sitting at a circular table facilitates open and unimpeded discussion, and allows all attendees to see one another. When you're sitting in rows or at a rectangular table, some people will be able to see better than others, leading to a more closed discussion.

2. Make Introductions. If everyone at your business meeting doesn't know everyone else, make the introductions. People are more likely to offer suggestions when they are familiar with the other attendees. If there are lots of people at the meeting, you might want to pass out the corny (but time-honored) name tags.

3. Stay On Topic. As the business meeting leader, it is your job to make sure that the meeting progresses as planned. Don't allow the attendees to get caught up in the details of one point or to continue debating an idea for hours. If you see that the meeting is headed in this direction, firmly suggest that you move on.

4. Get Everyone Involved. If you notice that one or two people are speaking out more than the others, specifically ask the quiet attendees what they think. A business meeting should mean equal contributions from all, so don't allow a few people to dominate the conversation.

After the Business Meeting

1. Rehash. Once the meeting has concluded, go over everything was discussed, and reiterate any changes or decisions that you have agreed to implement right away. This shows that you were paying attention during the business meeting, and will encourage attendees to look forward to the next one. Make sure to thank everyone for their suggestions.

2. Clean Up. If there is a lot of clean-up to be done, ask several of the attendees to stay behind and help. Clear all papers and pens from the table; wipe the dry-erase or chalk board clean; make sure there are no food wrappers or crumbs on the floor; and empty the trash can if it is full.

3. Follow Up. Continue to inform the attendees of the business meeting how you are progressing with the topics discussed. You should also follow up on things that the other attendees are supposed to be doing; you don't want to have to call a secondary meeting.