Meetings 101
If you are new to having your own business, managing a team, or have never had to run a meeting, here are a few tips to consider:
Decide whether you really need to have a meeting or if you can communicate through email or another channel.
Keep in mind that a significant part of communication is non-verbal, so seeing facial expressions, gestures, etc. will enhance communication even if you could put everything you want to say into an email. Also, it’s not always what you say, but how you say it that makes a difference in how it lands.
Have an agenda. If you have an agenda, send it at least 48 hours in advance, if possible, so that your team can have an opportunity to preview it and add agenda items if needed before the meeting. Being able to preview the agenda will help ensure that your team is prepared to have a discussion or have questions ready.
If you have non-native English speakers on the team, slow down and give wait time for questions you ask, so that everyone has time to process what was said and any follow-up questions they may have. Having visual aids and written material will help communication with native and non-native English speakers alike. Also, it may not be the cultural norm for some people to speak up during meetings. Some cultures prioritize silence and careful consideration before speaking in meetings. Group harmony and respect for seniority may also be part of why some team members may seem reluctant to speak up.
It is okay to end meetings early, but avoid going overtime. Also, wait five minutes to allow everyone to arrive. The few minutes at the beginning may be an opportunity for casual conversation that helps everyone get to know one another better.