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A business meeting is an opportunity for coworkers to gather and work together on pressing issues, often with the assistance of facilitators. They can be scheduled to tackle urgent issues that can’t be resolved by email or a short chat, or to discuss the long-term strategy for a project or division.
A well-prepared group and a clearly defined agenda are the key to successful meetings. It is important to determine the desired outcome for each item on the agenda and assign responsibility. This ensures that the meeting’s goals are accomplished.
Limiting the number of participants is crucial, especially when the meeting has the time limit or demands specific input from a few people. Too many people can lead to unproductive discussions and to unneeded revisions. Amazon’s Jeff Bezos once advised that every business meeting should not have more participants than “two pizzas can provide”.
During the actual meeting, it’s essential to ensure active participation and to encourage open discussion. It’s also essential to recruit a notetaker who can record key insights as well as actions and decisions for later distribution. The notetaker should ensure to attribute any comments or contributions to their corresponding participants, so that any disagreements can be resolved quickly.
A good meeting wraps up by summarizing key takeaways in addition to describing any remaining tasks, and confirming the next steps. It is also beneficial to give a final opportunity to ask questions or clarify issues. The organizer should thank everyone who contributed and reiterate the importance of collaboration and effective communications.