Making Business Meetings

Effective by Using
Communication tools and principles
"Meeting" is a formal way of communication.

Every business, whether it has 2 employees or 2,000, has meetings as a regular part of getting
things done. Although employees can communicate with one another in an organization in many
different ways, business meetings — if they are conducted the right way — can be incredibly
effective and efficient. It creates atmosphere to exchange information, one to stay updated,
discuss ideas, solve problems, make collective decisions and also helps in team building.

Some captivating Statistics on Business Meetings

A research showed in the US -

 More than $35 billion is spent on unproductive meetings.

 Per day there are 25 million meetings in the U.S
 Employees spend > 35% of their time in meetings - formal and informal.
 Managers attend more than 60 formal meetings per month.
 During a meeting, ~ 40% of meeting participants admitted to dozing off.
 According to estimated report, 25-50% of meeting time is wasted.

But the good news about meetings -

 Meetings are empowering.

 Meetings are a great way to strengthen Team bonding.
 Meetings develop skills including presentation, time management, and leadership.

Ways "Communication tools and principles" can improve the meetings

Knowing appropriate application of communication tools and principals in meetings –

especially if you are chairing the meeting – is vital for making them efficient and productive.

Key task is to invite (preferably in written, if not then verbally) the right participants for the
meeting.

1. Prepare a written agenda and communicate in advance:

It conveys the participants where they are going, but it’s then up to the participants to figure
out what should be their role. Be sure to distribute the agenda and any pre-work in advance. By
distributing the agenda and pre-work before the meeting, participants can prepare for the
meeting ahead of time. As a result, they will be immediately engaged in the business of the
meeting, and they’ll waste far less time throughout the meeting.

2. Be on time and maintain timeline: A non verbal communications that conveys

the message of importance of the meeting

Nothing says that a meeting is not important more than turning up late to it. Not sticking to the
allocated time schedule in a meeting also shows a lack of respect for other people’s time.

3. Verbally announce the purpose of the meeting and assign tasks: Increases chances of
achieving the meeting goals

Before you start your business meeting, the first thing you should start with is letting
EVERYONE in the meeting know about the specific objective of the meeting. What is
expectation / what do you want to achieve at the end of the meeting.

Openly announce who to take notes/meeting minutes.

4. Stay on topic /agenda: Stop the deviation of the flow of discussion

Follow the agenda on the list to proceed. If an item comes up (unless it's completely
irrelevant) for discussion that is not on the agenda make a note to discuss it during other
meetings or schedule it in for another time.

5. Set the Right Tone and Atmosphere: Use verbal and non verbal communication

For any business leader, it is important to set the right tone for the meeting. It can be formal
or informal but create an atmosphere of mutual respect and space to share views and
ideas.

6. Don’t talk over others : Breach of information flow, restricts effective communication

If two people are talking at the same time, odds are neither one is being heard. As
excitement (or tension) rises in the room, people tend to talk over each other. This is very
chaotic and ineffective communication.

If you get interrupted, refrain from trying to battle the other person for the ears in the room.
Let them finish their points, and make sure to address them afterwards. If they try to
interrupt you again, respectfully tell them (verbally) to let you finish before they respond.
A little bit of non-verbal communication is also applicable here.
7. Pay attention to Non Verbal signs of yours and others: Do not miss key clues

Non verbal communication /Body language is a huge part of effective conversation. When
you’re speaking, make sure you are making eye contact with others and that you are sitting in
an upright position. When looking at someone in the eyes, it builds trust and makes you
seem more sincere and confident.

Equally important to gauge the body language of your listeners as well. If they are looking
off into the distance or slouched in their seats, odds are they aren’t picking up what you’re
saying.

8. Keep an Open Mind: Do not stop receiving info/ signals

Don’t drift from the original idea or purpose of your meeting. Stick to your agenda. This also
doesn’t mean to not encourage new ideas and approach from your attendees unless it's
completely irrelevant. Or even if it is, respect their ideas and hold it for a different
session.

9. Allow Time for Questioning to understand meeting issues: Complete communication

Questions wake people up. They prompt new ideas. They show people new places, new
ways of doing things. It gives an idea what message did participants get at the end.

Be approachable to be asked questions. This would allow everyone to participate and also
give open feedbacks. Questioning opens the door to creativity and gives a clearer result and
understanding of the topics discussed. It encourages the discussion, arouses interest,
maintains learning and helps summarize major points.

10. Have Fun: Relevant and decent lighter talks - verbal and non verbal

Don’t forget to have fun. Nobody wants to attend a boring business meeting. Spice things up
and bring humor to the atmosphere if required. Try to read the non verbal signs of the
participants and since meetings can be hectic and boring, therefore keeping a light
atmosphere would keep participants engaged. It is re-energizing and refreshing.

11. Follow up, Take actions and Evaluate:

Verbally review the agreed actions and agreements and delegate (better in written)
specific tasks to the team members. Give specific deadlines to complete the given tasks.
One of the major discouraging situations after a business meeting is not having a
structured follow up. Often best of the ideas generated in the meeting never get
accomplished. Therefore, it is imperative to have a good follow up (both verbal and written)
after the meeting to make it successful.

Immediately after the meeting, summarize the outcome of the meeting, as well as
assignments and timelines, and e-mail a copy of this summary to all attendees.

12. Get feedback: To get the communications /assessment of the participants

Every meeting has room for improvement. To be sure that everybody got the right massage,
get their feedback. You can use a simple form to solicit feedback (written), or you can
simply informally speak (verbal) with attendees after the meeting to get their input.

Be aware of the message that you are sending.

 Choice of language
 Choice of words and sentences
 Non verbal communication - decency to be maintained
 Choice of words in any written documents shared/ distributed - should follow the protocol