Meeting Preparation Tips: Important Key Skills & Ideas

Updated By: Jorge Lorenzo

meeting preparation tips


Key Skills that can Play an Important Role During Your Meetings


Whether you're leading a meeting or taking part in one, you have a critical role to perform and responsibilities to fulfill. To conduct a successful meeting, you need everyone to have a good understanding of the key skills to use. According to CMA Consulting, the following are crucial talents that can help you succeed in meetings:


Good Decision Maker


First and foremost, you must be a good decision-maker who always makes major meeting decisions. "Should we work around whose work schedule?" " "Who is required to be present and who is not? ", "Are there any decisions to be made? "Will there be any clients in attendance?" ,” What are the requirements? What meeting sites are available?" and "What meeting locations are available?" Apart from individual schedule issues, certain meeting times are simply better than others due to the time of day. Meetings held around noon, for example, can cause participants to become hungry, disinterested, and entitled. Smart leaders know when the optimum times are to meet and how to properly arrange a meeting.


Agenda Creator


Second, being a competent agenda creator is vital. An agenda serves as a meeting's "script," and effective meeting leaders build an agenda that is simple to follow while covering all of the important themes. Content and method are the two most critical factors to examine. That is, what will be mentioned and in what order will they be discussed. When issues do not flow logically from one to the next, people become confused and time is wasted.


Positive Thinker


The third key is a positive thinker who also understands a safe environment. We've all gone to a meeting where someone hijacks the conversation, when unduly negative comments abound, or when personal assaults erupt. The Leader's job is to prevent these and other threats to free exchange of ideas and to keep the meeting in a positive and safe environment.


The Leader then assigns the remaining meeting roles, which is an excellent assigner. If they hire the wrong person for a job, they are responsible. It's on them if they make the timekeeper the person who is usually late to meetings. To avoid a room full of the wrong people, the Leader is also responsible for determining who should attend the meeting. Extraneous participation is a waste of time and money for everyone involved. If the right stakeholders aren't in attendance, the meeting will be a waste of time.


Finally, a competent communicator is essential. Being the meeting's voice is one of the most critical jobs for a leader. A leader must accurately relay the group's thoughts and findings for discussion and agreement. This function is known as reflecting in interpersonal communication, and it aids in the avoidance of misconceptions. Leaders execute this duty for groups by explaining someone's argument, addressing a minority's concerns, or communicating the entire group's conclusions. By avoiding backchanneling and side talks, leaders lessen the necessity for backchanneling and side conversations.


Plans are useless without action, but meetings with no actionable items occur frequently. Everyone has been to a meeting when buckets of solutions are tossed onto the floor, leaving everyone with little direction, few goals, and no actionable items for cleaning up. Meeting skills training is provided by CMA Consulting.


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