Introduction

Meetings are a great way to keep colleagues informed and up-to-date on projects. But if they’re not set up correctly, they can be a waste of time, energy and resources. There are several things you can do to make sure your meetings are productive.

First, make sure the meeting has an agenda so everyone knows what will be discussed and when it will end. Second, make sure someone takes notes during the meeting (this person should ideally not be the same person who is leading the meeting). Thirdly make sure no one is running late for said meeting (it’s imperative you start on time to avoid wasting other peoples' precious time as well as yours!). Finally but most importantly: try not to project any negative emotions such as irritation or frustration at any point during your presentation/discussion!

Make sure you have a clear agenda

Make sure you have a clear agenda.

Make sure everyone is on the same page.

Make sure they are prepared for questions, and that they know what to do if someone has a question during the meeting (write down the question and answer it later).

Be prepared for questions

Have an answer ready. You don't want to be caught off guard or put on the spot when someone asks a question that you don't know how to answer.

Practice your answer. Think about what kinds of questions could come up at your next meeting and write down what you would say in response, so that when someone does ask, it doesn't feel like a surprise or an emergency for which you're unprepared.

Be prepared for questions about your company, industry and competitors alike--and remember: if someone asks something that seems too basic (or too dumb), don't be afraid to say "I'm not sure."

Have a backup plan in case things don't go according to schedule

Have a backup plan in case things don't go according to schedule. If you're hosting a meeting, it's important to know what your options are if things don't go as planned. For example, if the meeting runs over or if technical issues arise during the presentation, you'll want to have a back-up plan ready so that everyone can still get their points across and leave feeling like they were heard--even though there were some hiccups along the way.

Have a backup plan in case there are technical issues during an online or video call (or even just audio). Most people won't be able to tell when things aren't working properly unless they're paying close attention--so make sure that someone who is familiar with technology will be available by phone during any meetings where technology might play an important role!

Make sure someone is taking notes

Make sure someone is taking notes.

Make sure it's not you.

And if it is, consider whether or not this should be a regular practice for your meetings. If not, try to find someone else who can do it for you!

Be aware of your tone of voice and body language

Be aware of your tone of voice and body language.

Use a loud voice to be heard. If you have a soft voice, you might want to consider speaking louder than usual so that people can hear what you're saying clearly. However, don't use a loud voice unnecessarily; if someone asks for more information or wants clarification on something, then it's fine for them to request this in private afterwards if necessary (e.g., "I didn't quite catch what was said about xyz").

Don't shout! Shouting will only make people uncomfortable around you--and possibly angry too! Keep things friendly between everyone involved by keeping calm at all times no matter how stressful things get during meetings/discussions/etc..

Make sure you're prepared for meetings.

Take notes. Whether you're writing in a notebook or typing on your laptop, it's important to capture key points from the meeting. If you don't have time to take thorough notes during the meeting, do it afterward. You'll want to refer back to these notes later when reviewing what happened and deciding how best to move forward with any decisions made by your team members during the discussion.

Be prepared for questions from other attendees at times when things aren't moving forward as planned or when unexpected situations arise (e.g., a client calls in sick). Make sure that if someone needs help answering questions from clients or colleagues outside of work hours due to unforeseen circumstances like illness or travel delays--and even if there aren't any unforeseen circumstances--you have answers ready so everyone can move forward immediately instead of wasting time trying figure out what happened while waiting on hold with customer service reps who probably won't give out much information anyway!

Conclusion

Meeting days can be long and stressful, but if you're prepared for them and have a good meeting agenda in place, it will help make things go more smoothly. If you're planning on having a meeting soon, remember that it's important to have someone taking notes so everyone has a record of what happened at each session. Also make sure that everyone knows what their roles are--for example: who is going to ask questions or make decisions during the meeting? These things will help ensure that your next meeting goes smoothly!

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