Getting the proceedings of business meetings documented is easy with meeting transcription services. But what makes a business meeting effective? Whether you’re a team leader or a team member, there are certain rules you should follow and things that you must not do. Here are some dos and don’ts to help make meetings productive.
- Schedule the length of the meeting in advance: If you are calling the meeting, decide how long the event will be in advance. This would, of course, depend on what you need to accomplish. Don’t go by the clock. Your meeting doesn’t have to start at 9 and end at 9.30, if your agenda involves making a decision that will take just 10 minutes. Inform the participants in advance about the time schedule and don’t stretch it any further. This will make people more focused and productive. Also, don’t allow any pre-meeting chatting to get in the way and prevent you from starting on time.
- Don’t allow any discussion not based on concrete ideas: Another tip for the team leader. Don’t allow people to think aloud and air views that are not based on concrete ideas. This is a waste of time unless it’s a brain storming session. Participants should come prepared to share solid ideas.
- Be positive: Whether you’re a team leader or a team member, refrain from being negative. The meeting may have been called to discuss a problem and find a solution. Negativity will make the situation worse and erode others’ confidence. Offer concrete solutions and maintain a positive outlook.
- No verbal spats, please: Co-workers can be exasperating at times, but when you’re in a meeting don’t get into a verbal spat with them. Make your point without putting down other people’s opinions. If they don’t agree with what you’re saying, you can get the relevant information later and share it with them. Don’t let the meeting become a platform for pointless squabbles.
- Don’t multi-task or hold a side conversation: Give your complete attention to the meeting. Don’t use your phone, read your email, or check other documents at the meeting. Also, it’s rude to indulge in side conversation when someone is trying to make an important point.
- Don’t leave without prior notice: If you plan to leave before the meeting gets over, inform the participants in advance. But the best option would be to schedule your day so that you can attend the meeting without having to leave before the event is over.
Don’t let the details of the meeting slip through your hands. A reliable provider of business transcription services can help you recap the event by faithfully transcribing the recording of the proceedings. Documenting the meeting will help you preserve the valuable input for future reference, organize the action steps, and maintain a reminder of any decision taken to follow up on.