3 steps to effective meetings

Meetings are essential for collaboration and decision-making in business. However, they can quickly become time-consuming and inefficient if they are not properly organised. Whether the meeting is face-to-face, hybrid or entirely by videoconference, there are a few best practices for optimising efficiency.

1. Preparing for the meeting

• Define the objective: clarify the purpose of the meeting (decision-making, brainstorming, project follow-up, etc.).
• Draw up an agenda: list the subjects to be dealt with and allocate a specific amount of time to each.
• Invite the right people: limit the meeting to those who are really involved.
• Anticipate technical constraints: test videoconferencing tools if the meeting is hybrid or remote.

2. Running an effective meeting

• Start on time and reiterate the objective: a clear introduction avoids digressions.
• Encourage participation: let everyone have their say, including video participants.
• Time management: keep to the agenda and refocus if necessary.
• Encourage interactivity: use collaborative tools (shared boards, polls, etc.) to maintain commitment.

3. Ensure proper monitoring

• Summarise decisions: at the end, summarise the key points and the actions to be taken.
• Take minutes: share the decisions taken and tasks assigned with precise deadlines.
• Monitor the implementation of actions: plan follow-up points to check progress.

Best practices specific to hybrid and video meetings

• Ensure inclusion: get remote participants involved by asking them regularly.
• Limit distractions: ask everyone to turn on their cameras and avoid multitasking.
• Make sure you have the right equipment: a quality microphone and a stable connection are essential for smooth communication.

By applying these tips, your meetings will be more productive and engaging for everyone involved.