In daily life, sometimes we can find the business meetings which are digressive of the main point. Because of many aspects, the business meeting is not effective. Before holding any meeting, you should consider to call the meeting when the condition is critical to have the meeting. You also need to structure it well so the meeting can meet its goal.
Before holding a meeting, you should prepare some things such as the business books, flip charts, overhead projectors, personal organizers, notebook papers, spiral notebooks, slide projectors, and the transparencies.
The first thing you should do is deciding whether the meeting is important or not. It is related to the issue whether the issue is involved to the individual or the conference call. You also need to determine the person who needs to come to the meeting. It is better for you to keep the number of the attendees in small number. The main reason is having the large meeting is not as effective as having the small meeting. By this way, the discussion of the meeting can be more focused.
To make the meeting is more effective, you should set the definite starting and stopping time. During the meeting, one of the attendees should prepare the agenda. Remember to explain the purpose of the meeting. If you have many goals, you should decide which goal has the command priority. Help the attendees understand more about the meeting progress by using the visual aids like the charts, slides, and the handouts. It is better for you to begin the meeting in the designated time. You should start the meeting whether everyone is present or not.
You can start off the meeting directly to the point. You also need to allocate the time for each issue. Moving through issues will let the discussion but discouraging digression or the repetition. It is recommended for you to use the timer.
If the debate or the issue runs overtime, you need to postpone the discussion until the end of the meeting. Ensure that you cover the other issues on the agenda.