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María Elipe

Communication s is a key factor to reach goals and to be positioned as a successful company. Despite thanks to new technologies we are always connected, it is essential to plan work meetings face to face between all the teams in the company to share information and to elaborate an action plan in common. However, moderation is the key. There is a saturation of meetings in business world and this fact makes the attendants think that they are long, boring and, in essence, a waste of time. Because of this, to organise effective work meetings, it is important to plan them in advance and follow some tips to ensure productivity when it comes to organise meetings. In this post, we are going to give you some tips to do it.

 “Most employees consider that work meetings are long and a waste of time”

Then, how to organise effective work meetings?

We are going to tell you 10 tips in order to help you to organise effective work meetings, make them successful and encourage productivity in work teams.

1. Define the targets in advance

Once you have already decided that the meeting is necessary, you have to plan it in advance. To do it correctly, it is importance to define the targets to be achieved and the situation of the company regarding all of them. To carry out this task effectively, we recommend to conduct a detailed analysis of the current needs and challenges of the company. What are the issues to address? What opportunities are sought to be leveraged? What is the current status of ongoing projects? By answering these questions, you will have a clearer vision of the priority issues to address during the meeting.

2. Plan and inform the purpose of the meeting in advance

After defining the targets, it is essential to inform the attendants individually about the purpose in advance, for example, by email. Thus, every employee will be able to think about his own arguments and make some interesting notes instead of be taken by surprise and therefore, they would not feel as if there was something left unsaid. If the meeting is virtual, provide the video call link in advance along with any technical information necessary to ensure a smooth connection.

3. Only convene the necessary people

It may seem obvious, but most employees consider that their attendance is not necessary. For this reason, and to actually organise effective work meetings, every meeting should not become a crowded one, so only invite the ones who are really necessary, in other words, those really affected by the points to be treated.

4. Choose the right location

It is important to choose a proper place to make meetings effective. It is advisable to book meeting rooms in advance equipped with all the stuff and technologies necessary for it. In this regard, you need to ensure that the room is fully equipped for the objectives of your meeting. The two key aspects you should consider are:

  • That the room has video conferencing equipment, projectors, and screens.
  • That it is designed or equipped with materials that minimize external noise.

5. Punctuality

Time is money! For this reason, demand punctuality so that meetings don last much longer than anticipated. It is recommended that any meeting does not last more than 45 minutes and it should be held in the early morning in order to avoid interruptions during worktime.

When planning, set a “flexible” start time that allows participants to arrive and prepare without feeling rushed.

6. First, clarify important points to be addressed in the meeting

In order to avoid diversions, the meeting must start with the important points, this is to say, the main reason of it. Then, suggest the working model to be followed to achieve the stated targets and finish with other side issues.

7. Listen to all opinions

It is important to let the attendants expose their ideas and suggestions if we want the meeting to be productive. You must be aware of all the different points of view when it comes to make a decision that will affect all of them. On the other hand, you will also have to act as a moderator, trying to prevent a division in different sides which may monopolize the conversation. Everyone must ensure that communication is as dynamic as possible.

8. Resolve any doubts

Before finishing the meeting, it is interesting to give some minutes so that the attendants can raise any questions or doubts that may have appeared during it. Resolving these matters as a team is very productive as everyone is aware of the development of the business plan.

9. Synthesize the conclusions

To finish off, go back to the main goals and summarize the agreed points to move towards the targets.

10. Document and share data

Last but not least, draw up a resume right after the meeting with all the proposed actions, the conclusions and the steps to take, and send it to all the attendants. It is a good way to make the meeting effective and the employees feel valued.Lexington has fully equipped spaces to make your meetings as productive as posible. Forget about looking for the right place every time you need to meet your team, we offer spaces adapted to your needs and also equipped with the latest technology both in Madrid and Barcelona.

organise effective work meetings


BONUS TRACK 👉🏼 Organise successful work meetings outside the office.


Successfully organise your meeting with Lexington

Undoubtedly, having flexible, inspiring meeting rooms located in the best locations is always a good formula if you want to organise an effective work meeting. That’s why our meeting room rentals in Madrid and our meeting rooms in Barcelona are (as we have mentioned many times) potentially perfect for your meetings, training sessions, conferences, or product presentations. Get in touch with us now and schedule a visit. You can come with your checklist prepared, and you will see that with your vision and the experience of flexible spaces like those at Lexington, we will find the best room for your client meetings! 👇🏼

“We must be united, not to be together but to do something together”.

Donoso Cortés



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