Conducting the meeting
- Start the meeting with introductions and general chat on the common topic of interest like sports or weather. Define how the conference will be conducted, who will chair the meeting, who will track time spent on each point of the agenda and who will take minutes. Only one person should be invited to speak at any given time. All other persons on the call must ‘mute’ their devices.
- After each interaction, the chair must repeat the key points being noted before moving to the next point.
- Any points of dispute should be noted for discussion later. Move ahead and record agreements first.
- Plan to keep last ten minutes of the agenda to review a summary of discussions and action points. Agree and schedule a date for next follow-up call. Finally, thank participants before close.
- Ensure that meeting ends exactly on time. Everyone is busy and may not be able to extend his time. Respect time of others.
- If any points of agenda are not covered and time has run out, then agree to handle it offline with few key players. Do not allow time overrun.
- Get a commitment on dates for completion of each action point of the minutes and names of the person responsible.
- Send minutes including action points and committed dates for action, in 24 hours of close of the meeting. Keeps the momentum.
Traditionally, face to face meetings was the preferred mode for team meetings but we now live in a connected multinational corporate world. We need to become skillful and disciplined in managing the new challenges. Are you ready?