When a game is finished at a field the team members along with the coaches do not leave the field or court at once rather, they take a few minutes for a post-game interaction or meeting which is considered as a crucial ritual just like a pre-game warm-up session. The same exercise should be performed by the participants in business meetings for better results. A speedy post-meeting wind up with the participants before leaving the room goes a long way making sure that the meeting went well (what it set out to), and also future gatherings would further be successful.
Try To Follow These Three Steps At The End Of Each Meeting For Best Results.
Confirm Key Decisions And Next Steps. Review what was pronounced during the meeting, who is responsible for follow up, when the execution would happen, and the communication would take place. Each participant of the meeting must have the alike understanding which was pronounced, hence there would be the minimum possibility of someone reopening the matter later. It is being understood that many a time our client’s preps for this end-of-meeting review seriously by jotting down the major decisions as they were created on a flip chart hence nothing is missed or being overlooked. Along with this, the client notes the action itineraries, inclusive of the fact that who is accountable, when these will take place and in what manner the status would state back to the group.
Develop Communication Points. It is ideal before wrapping up the meeting, to put up the question to the participants. “What are the most crucial components we achieved with the help of this meeting?” As the participants respond, jot down the points on a whiteboard or a flip chart by concisely summarizing them. Once alignment is made as what to be communicated to the participants confirm from everybody in case there are any components of the meeting which the participants do not want to share. Some information could be classified; possibly few of the ideas might not be quite available to share. It is ideal to be specific as possible hence it becomes clear for everyone to understand what is outside the limits. Then, the moment meetings get over, it is ideal to send the agreed-upon discussion pointers to each participant of the meeting via email. The aim of this activity is not to provide people with a manuscript to read from. Rather it is to provide them instructions on the crucial messages they should forward, and which all information they are required to keep it to themselves if asked, hence the rest of the company received a persistent image of what is going on.
Gather Session Feedback. It is ideal to ask the participants to provide feedback on the discussion in case the group meets on a regular basis. This is an opportunity to understand what made the discussion interesting and whatnot and can be altered in the future such discussions. Rather than asking a broader spectrum of the feedback like “What feedback do you have?”, asking for the pros and cons of the discussion would be beneficial. The former questions would receive vague responses as this might turn up in a general or overall response, which will not be much of a help. Other questions could be like, “What could be improved?”, “What went well?”