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Meeting Management

Successful meeting management is a cornerstone of good office management – and that’s where Business Management Daily can help.

From thorough meeting event planning to taking minutes that accurately reflect the content of the meeting, our checklists and articles help improve your meeting management.

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Let’s say you have a meeting scheduled to discuss resolving customer complaints. To prepare for the meeting, attendees search their inboxes and network drives to find related files they’ll need to begin visualizing a process. By inserting some of these objects into the meeting notice, you can help attendees better prepare for the meeting.

Few things annoy office workers more than unnecessary and un­­pro­­ductive meetings, surveys find. People wander off topic, send texts instead of listening, and behave in all sorts of dysfunctional ways. Keep your team meetings on task by adopting a few techniques.

If some­­one calls to reschedule an appointment, suggest the same day and time one week later.
A consultant who was running a daily meeting for 20 employees at an insurance company noticed that he had two ramblers taking his meetings off track. Solution? He brought chocolates into the meeting ... and trained the ramblers to stick to the agenda.
Nowadays, executives more often are meeting virtually, through instant messaging, video chat and other tools. Here's how to organize a virtual meeting, and prepare participants to get the most out of the session.

Nothing conveys urgency and efficiency like being on your feet during a daily meeting. Stanford Business School professor Bob Sutton observed this as he was co-writing the management book Hard Facts, along with Jeff Pfeffer.

You won't find many people who love meetings. That might be because attendees often feel like meetings are a waste of time. Turn your meeting minutes into an action plan.
You’re taking minutes in a meeting when the conversation suddenly goes off topic. Or two attendees begin to argue. To what extent should you capture the conversation? Joan Burge, founder and CEO of Office Dynamics, offers these tips for turning meeting conversations into a valuable road map—even when the conversation is difficult to track.
Keep your bosses happy, your meetings on track and bring more value to your role as an admin with these tips on meeting management.

The monthly department meeting is next week, and you've already heard from four people who want to appear on the agenda. You expect a few more to chime in. It's your job to create an agenda that affords adequate time for each item, as well as to make sure the meeting runs smoothly and ends on time. Your best approach? Annette Marquis, co-owner of TRIAD Consulting, recommends building an adjustable meeting-agenda template in Excel.

When the meeting participants are mostly VIPs, scheduling can be a hairy process, says executive assistant Trisha Heil. Currently, she offers attendees a basic date-filled chart, so they can narrow down the choices to a mutually convenient time and date. But what do other admins do?

“I hate taking minutes. What do I write down? How do I know what’s important?” Streamline your minute-taking by recording notes as bullet points. Distill any conversation down to its essentials.

Defer judgment ... The more ideas the better ... Bosses, don’t hijack the discussion. These are among the top rules of a productive brainstorming session. Before a team even begins the meeting, though, be sure to set up the room for maximum effectiveness:

By changing the way attendees show up for meetings, you can help transform the work that happens inside of them. Help team meetings run more smoothly by making sure attendees come into the meeting room ready to engage. Try these two tips.
Creating meeting agendas just got a lot easier with MeetingMix, online software that helps set agendas and track minutes.
One way you can help team meetings run more smoothly is to make sure attendees come to any meeting ready to engage. Try these two tips from Al Pittampalli, author of Read This Before Our Next Meeting:

When you’re planning a day-long meeting, having the right food and beverages keeps attendees’ minds sharp. But those costs can add up. Here’s savvy advice on appeasing attendees’ palates while trimming your meal budget:

Starting or ending a meeting late ranks as the No. 1 complaint about company meetings, according to a survey by Accountemps. Top pet peeves about company meetings among senior man­agers:

Years ago, Jon had set up an important team meeting for 10 a.m. At 9:45, he was setting up the room. By 9:50, he was ready to start. By 9:59, no one had arrived. “I had a decision to make,” he says. “What if I started the meeting on time—all by myself?” That’s exactly what he did. That’s why “Just start it” is now his No.1 rule for holding meetings that start on time.

You may have seen Chef Jamie Oliver’s show “Food Revolution,” in which he transforms school menus. Now Oliver is doing the same thing for employees slogging through long off-site meetings. If you plan off-site meetings or conferences, boost the meeting’s ROI by rethinking food.

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