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How To Conduct Your First Office Meeting

How to conduct your first office meeting is the kind of question fraught with anxiety, bitten nails, and the inevitability of Murphy’s Law. Yet in spit of all the things that can go wrong, by concentrating on getting a few key components right you will be able to make a good impression and score enough brownie points to cover over a multitude of faux pas and problems.

Here are six iron clad tips that will help you to learn how to conduct your first office meeting:

1. Yo...

How to conduct your first office meeting is the kind of question fraught with anxiety, bitten nails, and the inevitability of Murphy’s Law. Yet in spit of all the things that can go wrong, by concentrating on getting a few key components right you will be able to make a good impression and score enough brownie points to cover over a multitude of faux pas and problems.

Here are six iron clad tips that will help you to learn how to conduct your first office meeting:

1. You need to have a room reserved that is congruent with the intent of your meeting. In other words, if you are planning on hosting a “get to know you” meeting for your new team, choose a setting that is somewhat casual. On the other hand, if you will be delivering bad news during your first office meeting, you want to choose a room that is dignified and conservative. Make sure you have enough seats for everyone who is expected to attend. Reserving rooms in many offices is as simple as putting your name on a list, but it does not hurt to double check the day before the meeting that the room is still reserved – in your name!

2. Have all your hardware in place. There is nothing more stressful to the host of the first office meeting than to be unable to showcase the slides she so earnestly prepared, point to the graphs that need elucidating, and have multimedia access as needed. If the computer does not work, the overhead is broken, the easel and whiteboard have gone missing, and there are no dry erase markers to be found anywhere, you will find yourself sweating and holding a meeting that lacks in impact. The day before the meeting, visit the room where the meeting is held and test all the equipment.

3. Be prepared! How to conduct your first office meeting is by being prepared. Have your material in order, so you can access any file, document, graph or slide at a moment’s notice. Memorize significant passages and figures. Anticipate questions, objections, and disagreements and be ready with answers, suggestions, and compromises.

4. Have a plan and follow it. An office meeting needs to be organized. Too many meetings digress as participants go off on tangents, and secondary issues are being dealt with. Instead, type up and print out an agenda that will be given to each participant. Stick to the agenda! It is best to relegate questions to a “questions and answers” session at the end of the meeting.

5. Thank you participants for coming to the meeting. You will be surprised how many meeting hosts forget to thank everyone for stopping what they were doing to attend your meeting. It is a common courtesy that will go a long way.

6. Interestingly, one item significantly neglected by those who want to learn how to conduct a first office meeting is the art of follow up and follow-through. Check in with those who volunteered for tasks or to whom you assigned anything.

 

How to Start Meetings on Time

One of the most aggravating problems with meetings is people who arrive late. This either delays starting the meeting or undermines the value of work performed at the beginning. Here's how to fix it.

effective meetings, bad meetings, business meeting, facilitation, steve kaye, facilitator, leadership, one great meeting

Here's how to begin on time.

1) Make it part of the agenda.

Put the arrival time on the agenda. For example, for a meeting scheduled to start at 9:00 AM, you could put "8:50 AM - - - Arrive at the Meeting" at the top of the agenda.

An arrival time is useful because it allows everyone time to socialize, obtain coffee, or organize materials before the meeting. It also ensures everyone is present at the scheduled starting time.

2) Offer a treat.

Provide coffee, juice, or a vegetable platter before the meeting. This can be especially welcome for all-day meetings attended by people from other locations. It provides a time for socializing between visitors and it may also provide a meal for those who came from out of town.

But here's the catch: offer the treat only during the arrival time. Then put it away once the meeting starts.

And another point: serve snacks that make people more productive (such as fruit) instead of stuff that fills them up and deadens their brains (such as donuts).
3) Set an example.

Arrive at your meetings before they are scheduled to start. You can use the time to make sure that the room is set up properly. And you can greet the attendees as they arrive. This helps you appear in control of the meeting process from the beginning.

And of course, arrive at everyone else's meetings on time.

4) Make it easy.

Schedule your meetings to begin at odd times, such as 9:10 AM. This allows everyone who was in a one-hour meeting that began at 8:00 AM to travel to your meeting. Similarly, end your meetings at least ten minutes before the next hour so that the attendees have time to travel to their next meeting.

5) Sell promptness.

Send a memo or E-mail stressing the importance of arriving on time. Call key attendees to remind them about the starting time for the meeting. Give people a reason to be on time, such as ask a top executive to make an opening remark.

Bonus idea: let the executive leave after making the opening remark. These people are very busy.

6) Expect promptness.

If it is your company (or department, etc.), you can tell people that they are expected to be on time. Then enforce this by making it a performance dimension. Similarly, arrive on time to demonstrate your commitment. And when necessary, hold a private coaching session with those who need help understanding your expectations.

7) Be realistic.

Realize that some people are beyond coaching because of their attitude or relationship with you. Also, recognize that it is impossible to guarantee that everyone will always arrive on time at every meeting. There will always be emergencies, surprises, and those few who refuse to cooperate.

Bonus point: Ask that people tell you if they expect to be late. If necessary, reschedule the meeting to accommodate them.

Learn more about Effective Meetings at: http://www.squidoo.com/OneGreatMeeting/

 

How To Use Gotomeeting

If you need to set up web conferencing, online training, or live meeting, you should try to find a conferencing company that will give you the tools you will need to make everyone attending the meeting feel welcome and informed. Gotomeeting is a great place to start. With many options to choose from, you will be able to schedule large and small meetings online and conduct training seminars for those who need them. When you set up a net meeting, you will have to first find out...

If you need to set up web conferencing, online training, or live meeting, you should try to find a conferencing company that will give you the tools you will need to make everyone attending the meeting feel welcome and informed. Gotomeeting is a great place to start. With many options to choose from, you will be able to schedule large and small meetings online and conduct training seminars for those who need them. When you set up a net meeting, you will have to first find out how many people will be participating in the meeting and which times zones they are located in. This will make setting up a time that is convenient for everyone much easier.

After you have confirmed how many people will be in attendance, you should contact go to meeting and set the date and time you will need. Online meetings usually take an hour or more, so you should ask for extra time in case the meeting runs over. When the date and time have been confirmed, you should make everyone attending the meeting has the information they will need to dial into the meeting and the times when they should do so. Internet web conferencing can be very valuable when everyone attends. If there are people who cannot attend, they may be able to hear a recording of the meeting later on.

When conducting online training, you will need to use online training software that will help you display graphics, text, live video if needed. For a web conference, there is usually a presentation by one or two people. Being able to watch a presentation makes understanding the information being presented easier. With online collaboration, one or more people may be able to give the same presentation. Training seminars usually last as long as meetings. Presentation software is also available when people are giving longer presentations. You should have all of this software available in case someone needs to use it.

A web conferencing service can help you with any questions you may have about an upcoming meeting. They will be able to give you advice on which web conferencing software to purchase, which web collaboration tool to use, and which collaboration software to buy when more than one person will be giving a presentation. These and other web conferencing solution for webex will make any meeting or online training session even better. You should ask the presenters before the web meeting what they will need in terms of web collaboration and web conferencing tool they will need a few days before the meeting. This will give you enough time to find and test before the web meeting so that the meeting is a success.




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