yowork logo

Meeting management covers many different aspects of the meeting process. But when it comes to meeting management, many people often just think of remote meetings that need to be managed with some meeting management software. True, but this is just a niche in the topic.

We want to discuss more basic things here. Things you need to consider to make your meetings great (again) and spark new enaggement in your team – be it remote or on premise.

What Is Meeting Management?

If you are a business owner, you’ve probably wondered: “What is meeting management?” A common misconception is that meeting management is about achieving goals and outcomes. This isn’t always the case.

For example, a typical meeting can become sidetracked by participants discussing tangential topics. While sidetracks can be avoided with proper meeting management, the facilitator must also consider meeting etiquette. If participants become disruptive, the facilitator may need to speak with them outside of the meeting. Eventually, the disrupter may need to be replaced.

When you’re running a company, you’ll need to schedule meetings. Meeting management is crucial for directing your employees effectively. But there are other ways to manage meetings, such as reducing pings on chat, keeping meeting details in one place, and more. Some tools even provide templates for facilitating effective meetings. In addition to preventing the need for a ping, you’ll also want to keep meeting details in an app.

Meeting management tool:

In addition to facilitating effective meetings, a meeting management tool can help you manage time and organize tasks. Meeting software can also help you manage multiple meetings at the same time. With management software, you can organize your projects, allocate resources, and forecast the progress of various meetings. And because they can help you keep track of tasks, you’ll be able to schedule meetings and communicate more effectively with your employees. It’s a great way to keep everyone on track with your group meetings and board meetings.

remote meeting management

The best meeting management tools have features that help you in conducting meetings. The meeting management tools make it easy to assign tasks even in online meetings. They also consider the availability of attendees. It can notify them of upcoming meetings and help them prepare for them. In addition, meeting management software will help you assign tasks by their urgency and estimate the time needed to complete them. So, you can make your meetings more productive and efficient with meeting software!

Meeting Management Process:

The meeting management process is important for many reasons. One is the need for a clear agenda and preparation. Another is that not all attendees need to be in attendance. A quick email summary can do just as well. You can also minimize the number of attendees to a manageable number. These steps will ensure that you are maximizing your productive time during the meeting. You should also include all participants in the planning process. Listed below are some tips for an effective meeting management process.

meeting management process

Ensure that the meeting manager follows up on the meeting:

It’s important to send out a follow-up email a few hours after the meeting to review what was accomplished and what needs to be done. This email should include a reminder about the main points of the meeting and what each team member should do to complete those tasks. It should be sent out before leaving the meeting room. The following day, the manager should also follow up with each team member to make sure that all of their questions have been answered.

Identify and assign roles:

To make your meeting management process more effective, before the next meeting, distribute the agenda to participants. Attach any prework you have gathered for the meeting. Define roles and contact those who will be presenting the reports. You can rotate these roles and notify the team members before announcing the meeting schedule. A good meeting management process includes all of these mentioned steps.

How to make meetings more productive?

A well-run meeting is a vital part of the company’s success. By following the tips below, your team will be able to have more productive meetings. By following these steps, your business will be able to reach its goals. It will be more productive and less time-consuming than ever before. It will also make meetings more effective. It will ensure that your employees have clear and detailed goals.

Set a purpose:

There are several tips on how to do meeting management efficiently. The first tip is to set a purpose for the meeting. Oftentimes, the purpose of a meeting is to share information and make decisions. However, the goal of a meeting should never be to gauge opinion or to gather information. It is best to use the time to communicate important facts or accomplishments. This will keep everyone engaged and motivated. Once you set a purpose for the meeting, you can start planning it accordingly.

Engagement:

It is essential that participants focus on the meeting at hand. It is important that everyone is fully engaged in the meeting and not multitasking. This will result in better work and a more motivated group of people. As a result, you can ensure that everyone is focused on the meeting. Moreover, it will be more likely that the participants will remain on task and will be able to get the job done. 

Brief and precise:

The third tip on how to have more productive meetings is to keep the meetings brief. Do not let the meeting last longer than necessary. The more likely everyone is to tune out if you keep everything precise. This way, everyone will be able to engage in the discussion without worrying about getting bored.

Limited participants:

Another tip on how to have more productive meetings is to limit the number of people in the meeting. A meeting with more participants is less effective. Too many people will end up talking about irrelevant topics. By keeping the number of people to a minimum, everyone will have more opportunities to contribute to the meeting. Also, make sure that all key decision-makers are present during the meeting. 

Avoid distractions:

The goal of a meeting is to make a decision or share information, so it is vital to follow the meeting agenda and avoid distractions. When a meeting gets sidetracked, it can be traced back to poor planning and/or poorly conducted facilitation. Other issues that cause sidetracks include participants who have not been provided with enough information about the topic. 

Consider strengths of employees:

To effectively manage meetings, managers must consider the strengths of each employee. This is important to encourage collaboration, skill development, and employee confidence. As a manager, it is important to find ways to engage each employee according to his or her unique strengths. For example, some employees prefer making presentations, while others may prefer listening to the discussion. Understanding each employee’s strengths will help you know whether he or she has leadership potential or not.

Goal:

The goal of any meeting is to reach an agreement and make decisions. By collaborating with your team, you will be able to keep everyone informed and on task. For example, when you hold a business meeting, you can easily share information and data with others. If the meeting is organized properly, the participants will know where to find the information they need. It will also be easier for you to plan follow-up meetings. In addition, a meeting can be a tool for improving teamwork.

set meeting goals

Meeting management is an important part of any project. It involves implementing policies and procedures that guide the team and help them accomplish their goals. The purpose of a meeting is to make decisions and share information, but the majority of participants may not feel that the topic is very relevant or even relevant. For this reason, the meeting management needs to be effective and productive. If you do not know what to do, you can’t make decisions effectively.

Why Meeting Management Is Important

In today’s busy world, meeting management is more important than ever. Not only does it ensure that meetings are completed as scheduled, but it also sets the right expectations for the meeting attendees. For example, setting an end time and a start time for the meeting will help people stay on track and respect each other’s time. It will also encourage people to stay on task and productive during the meeting. Keeping track of your meetings will help you be more effective in your business.

meeting structure

It is essential that meeting management is done effectively. The purpose of the meeting is to make decisions and share information, so it is important that everyone feels engaged. If the topics are not relevant to the people in attendance, they may not want to be included. 

Steps in planning a meeting:

1. Defining the objective:

The first step in planning a meeting is to define its objectives. This is the most important step because you will have to determine how the meeting will help the company reach its goals. You must also define specific topics and outcomes for the meeting. For example, if you are planning to hold a meeting to discuss a new policy, your meeting agenda should include details about the policy, topics, and decisions for the meeting, and the meeting participants who need to be invited to the meeting room.

2. Stay to the topic:

As the host, it is important to ensure that the entire meeting is well-organized and that you stay on topic. You should make sure that everyone is involved and that there are clear action items at the end of the meeting. Always remember to show up early for the meeting. Greet everyone who attends and give a short introduction. 

3. Agenda and people:

After deciding the purpose of the meeting, identify the people who will be attending. Make sure that you invite only those employees who need to be present for the meeting. Create an agenda based on the meeting’s goals and then distribute it to all attendees well in advance. Before the event, check the location to make sure that it’s appropriate for the meeting. 

4. Participants:

Next, determine how many people will attend the meeting. You can decide to have a general or a topical meeting or a specific session to discuss a specific issue. If you’re holding a business meeting, you need to ensure everyone’s presence is appropriate. You can invite employees who need to be present or are necessary for the job. You should invite only the employees who need to be present during the meeting.

How to improve meeting management skills?

You may be wondering how to improve your meeting management skills. The following article offers advice on the key aspects of productive meeting management. Once you know these, you can start improving your meeting management skills in no time. This article will highlight some important factors to consider when leading a meeting. Follow these tips for creating successful and productive meeting management. Whether you lead a team of managers or a small group of people, you will be more likely to have successful meetings.

improve meeting skills

Focus on the task at hand:

Meeting leaders often speak 50% of the time. Try to keep your voice down and ensure that your participants don’t dominate the conversation. This will prevent the meeting from feeling like a broken record. Using a summary at the end of the meeting is a good way to ensure that everyone is on the same page and that there is no stalemate in the middle of the meeting.

Encourage questions:

People often hesitate to ask questions in fear of being perceived as imposing. To help prevent this, you can also write up your meeting notes ahead of time. This will help ensure that everyone knows what the next step is and what actions need to be taken. When organizing a meeting, you can even get your team’s input by asking them how they felt about the meeting. If they have any suggestions, use them to clarify your next steps.

Avoid talking too much:

One important rule of meeting management is to avoid being the only one who speaks in a meeting. You can’t expect everyone to listen to you and not make your point. Keeping quiet will help you avoid these mistakes. If you’re a leader, don’t overdo it! It would be best if you let others speak more than you. A manager can easily keep everyone on track if they don’t interrupt.

Communicate effectively:

A meeting will be less productive if you don’t keep everyone on track. An agenda is a vital ingredient for a successful meeting. It is also essential to keep people informed of what they need to do next. By keeping the meeting brief, you’ll avoid the risk of wasting valuable time. It’s vital to stay on topic at all times. 

Let everyone contribute:

When leading a meeting, you should listen to the participants and input. During a meeting, everyone should be able to contribute. It is the only way to create a productive atmosphere. During the meeting, the participants should have the opportunity to participate in all discussions. If everyone isn’t listening, the meeting will fail. A good manager should take feedback into account the concerns of the team member.

Meeting agenda:

The key to effective meeting management is the preparation of the meeting agenda. A well-prepared agenda will keep everyone on task and focused. A simple email summary can work just as well. Identify participants and assign them a clear role for the meeting. A neutral meeting leader can avoid creating artificial disagreements in the meeting room.

Act accordingly:

An effective meeting is one that is highly productive. If the people in the meeting are unable to do their job, the manager should use their best people management skills. This means using persuasion and charismatic skills. In addition, the person should think about the situation and act accordingly.

Meeting management software:

If you need meeting management software that works well on a computer, you can find several solutions available in the market today. Some of the best meeting management software are RemotePC and GoToMeeting, which allow you to schedule meetings online and allot free time to different people. This way, everyone can attend a meeting and see what other people are working on. Other meeting management software, such as Google Meet, have a very simple interface but are limited in features.

meeting management software

The most effective and efficient meeting management software allows you to automate many processes, including document sharing and recording. You can also use these applications to reschedule meetings for absent decision-makers. This meeting management software also helps you to keep track of the schedule and record important details. Some of them let you table topics with details and close them off. Meeting management software can also help you keep track of the minutes so that you can be as efficient as possible. Other meeting management tools make it easy to record and share data.

Some meeting management software can be quite expensive, but they are worth every penny. You should consider these applications before making a decision. Even if you’re not looking to make a big change to your business, meeting management software can simplify your life and save you a great deal of time. If you’re not sure which one to buy, take a look at some of the most popular ones below for your future meetings.

  • BlueJeansMeetings.
  • BigBlueButton.
  • U Meeting.
  • ClickMeeting.
  • Zoom.
  • Google Meet.

Conclusion:

Meeting management involves setting up and ending meetings so that participants are on time. It’s crucial to know when to move things along and when to listen to what others are saying. It’s also important to know when to end meetings and how to communicate the results. By following the aforementioned tips for effective meeting management, you’ll be able to conduct meetings more effectively and get the best output from your meeting management skills!


all images Pixabay

Further Reading

Register for your forever
free account.


    yowork logo white

    +49-30 2023 77 240
    support(a)yowork.io

    Presented by 7interactive GmbH
    Berlin, GERMANY

    Company