How to have a good meeting?
How to have a good meeting?
How to have a good meeting?
Creation date: 10 months ago
Last update: 6 months ago
Time to read: 9 minute
Creation date: 10 months ago Last update: 6 months ago Time to read: 9 minute
Creation date: 10 months ago Last update: 6 months ago Time to read: 9 minute
Titles Contents:
How to have a good meeting?
- Introduction
- What is your agenda?
- Prepare the meeting room early
- How to have an effective meeting
- Recording minutes are the final step to a good meeting
- IHiT’s meeting rooms for hire
- Meeting room for rent
- Conference room for hire
1.Introduction
One of the features of any business is meetings. Holding meeting are one of the best ways to engage with your team and getting time to consult and cultivate teamwork. The aim of meetings often is problem solving as well as giving and receiving feedback and success evaluation. In this blog, we intend to provide solutions to make your meetings more productive, efficient and effective. These are the most common requirements for having or hosting a meeting:
2. What is your agenda?
What is your agenda?
An agenda is a list of meeting activities in the order in which they are to be taken up, beginning with the call to order and ending with adjournment. It usually includes one or more specific items of business to be acted upon.
Lacking agenda is a meeting can be the cause of boredom and disinterest in meetings. The very important requirement in a meeting is finding out the aim of the meeting or why it is being held. The purpose of the meeting should be clear, short and easy to comprehend for all parties present for the meeting.
The agenda should be availed in advance to the people invited to the meeting either through emails or even phones, this enables ample preparation from attendees in advance. There are several benefits to writing an agenda, these being:
- There is clear structure and focus since there are specific matters set to be addressed this prevents people from side tracking from the matters and also keeps the meeting grounded.
- The time set for meetings from beginning to the end is followed due to proper time management since the points and reasons for the meeting are the only things tabled for discussion.
- Having the agenda shared in advance allows those attending to be well prepared in the eventuality of presentations, speeches or questioning. Preparation before any meeting is crucial in the success of the meeting.
- Accountability also is an important aspect of meetings and having an agenda definitely allows for individuals to take responsibility of certain topics and know what is expected of everyone in the meeting.
- Agenda is also important since it offers more clarity and expectations from the meeting and the participants understand better the reason for the meeting.
- Having a reason for the meeting also allows participants to be more involved in the meeting reducing absentmindedness since the agenda was set clearly and since there was prior preparation the attendees are more likely to give feedback and stay engaged.
3.Prepare the meeting room early
Prepare the meeting room early
You need a quiet meeting room to hold your business meetings to ensure that the meeting goes well. You should prepare the meeting room space in advance in all respects. A good meeting room can help the quality of the meeting.
A meeting room or venue should have these features:
-
Should be well equipped.
A good space whether it is a meeting room space for rent or not it should have facilities like; a screen, whiteboard or a projector to enhance your presentations and brainstorming forums, comfortable chairs and private space. You may need a screen to present or a projector for better view of the presentations. So, you should check your file in advance and make sure it is displayed. Or maybe You need a whiteboard to explain a subject, so you must have markers with you. Another very important thing to consider when looking to get a meeting room space for hire is the availability of stable power supply as well as a backup generator in the event of a blackout.
-
Convenient location.
The location of the meeting room is the most important factor of hosting a meeting. It has Never invite your team members to the furthest corner of the city for a one-hour meeting. Time is the most valuable asset.
-
Ample parking space.
Parking is one of the most important factors when determining a meeting space for rent. You will not have enough time to look for parking space and get to the meeting on time. A rental meeting space should have enough parking if it’s away from the main office.
-
Internet access.
Internet connectivity is a very important tool when holding meetings that need to be virtual. Many meetings do not require internet and all members must be offline for the meeting to go well but for the companies that work remotely, meetings can be held from anywhere as long as there is the aspect of network, thus if you are in a situation where you have to hold a virtual meeting then internet should be a core requirement.
-
Meals and refreshments for the meeting.
When preparing for a meeting, make sure you have considered having options for meals, it is hard to keep concentration when you are hungry and working let alone in a meeting. It is to your advantage if you are looking to get a conference or meeting room for hire that it has access to either a restaurant or coffee shop where you can have your meals and take breaks once it a while.
-
Book a meeting room.
When preparing to host a meeting, it is important to make sure that you know where the meeting will be happening if it is a physical meeting, you need to ensure that you get a meeting room space for hire and inform your members to know the location and time allocate for the meeting, if it is an online or virtual meeting, it is important to create the meeting link early and share on time. Most companies like holding their meetings away from the office to allow for the member to be more open to the meetings as well as give a feeling of comfort during the meeting since it is held at a different venue from the office. IHiT meeting rooms are well equipped for company meetings and team buildings to ensure you and your members have an experience.
4. How to have an effective meeting
How to have an effective meeting
Suppose you have a five-person meeting with your team members. A one-hour meeting should be worth 5 hours for you because in that one hour, 5 of your employees could do more work. This is possible since with one hour, many goals can be achieved within that time by brainstorming and contribution thus saving time and achieving more. This means that if you do not manage the meeting, you will have lost time.
5 factors to consider while holding a meeting:
- Timing: The start and end time of the meeting must be specified. If we do not specify the end time of the meeting, the meeting may take longer than anticipated. Each person should also be given adequate time to speak. Other people speak more than other while some do not speak at all in meetings therefore, the moderator should manage the time and avoid prolonging it.
- Agenda: The meeting should proceed according to the agenda. We should not talk about topics that are not on the agenda unless asked to discuss in the time allocated for other topics. The ultimate goal of the meeting should be clear according to the agenda. If we do not avoid issues that may prolong the meeting, we will not achieve the desired result.
- Delegating roles: Ensure you have delegated the roles in the meeting since they can not all be done by one person. Roles like, timekeeping, facilitator and secretary need to be divided to ensure the meeting runs smoothly.
- Purpose of the meeting: define clearly the purpose of the meeting and give the objectives set to be achieved this ensures that the meeting remains relevant and there is focus as well. Since focus is one of the most important factors in increasing efficiency. A poor meeting environment distracts you and thus reduces the efficiency of the meeting.
- Emotion management: Sometimes, due to the issues raised in the meeting, our emotions cause us to react. For example, if a person disagrees with the decision of the members, they must explain it logically. But if they cannot manage their emotions and get angry, it causes the meeting to be chaotic and lose its meaning.
5. Recording minutes are the final step to a good meeting
Recording minutes are the final step to a good meeting
At the end of a meeting, all that remains is the minutes. Everyone forgets the results of the meeting as soon as it is over. They are not keen to know what to do and what reports to prepare for the next meeting. In order for the results of the meeting to be documented, the minutes must be written.
Here are the elements of a good minutes.
Meeting details.
When writing minutes during a meeting, it must include the names of the people present at the meeting. Also, the location and date of the meting should be including in the minutes. All members present at the meeting must sign the minutes. Good minutes should include all the issues that were raised and decided during the meeting.
Previous minutes approval.
It is important to go over the previous meeting minutes so as to have clarity in terms of issues that were raised, addressed and yet to be addresses. There is also need to be clear on the allocated roles and the individuals they were allocated to. The minutes of the meeting are documents that can be referred to and cited in the future. This document is so important that it should be written during the meeting carefully.
Agenda discussion.
The matters tabled need to be discussed and exhausted if possible as per the prior division of roles and issues to handle. There needs to be a run through of previous matters and resolution offered as well. The minutes should be clear, easy to understand and straight to the point to all people. There should be no question about the outcome of the meeting unless the minutes are wrongly written.
6. iHiT’s meeting rooms for hire
iHiT’s meeting rooms for hire
You try to hold your meetings optimally. Because you save a lot of time and this will grow your business. When your competitors are wasting their time, you are the one who cleverly manages the meetings. You go ahead and get better results. By implementing this content, you will be able to increase the efficiency of your meetings.
As an innovation and technology center, iHiT has fully equipped meeting and conference room that have a capacity of as small as 4 people and can hold up to 100 people. Comfort is very key when looking for a meeting room space for rent therefore, iHiT ensures that you have an experience every time you use their spaces, they have both indoor and outdoor spaces to suit the nature of your meetings or events. Their rooms are fully equipped to suit all your needs when it comes to renting a meeting room.
iHiT’s meeting rooms facilities include:
- Screens
- Whiteboards
- high speed internet
- Comfortable furniture
- Ample parking.
7. Meeting room for rent
Meeting room for rent
IHiT has an elegant meeting room /board room that is sound proof and suitable for a small board meeting carrying the capacity of up to 4 people. It coming with a smart screen for sharing content and presentations together with a High-Definition Multimedia Interface (HDMI cable) or in preference of a white board to scribble down illustrations. Their meeting room space for hire goes at very affordable rates.
8. Conference room for hire
Conference room for hire
It is also known as the auditorium or the training room that, just like the meeting room space, comes with a smart screen and a potable white board together with a HDMI cables to make presentations and virtual meetings easier to do. Unlike their meeting room space, their conference hall has a capacity to hold groups as small as 5 up to 100 people both indoor and outdoor. The major difference between their conference room space and their meeting room for hire is that the conference hall rates vary according the capacity of the meeting or event.
iHiT is located in the Kilimani area right is the outskirts of the busy Nairobi. The rental meeting room spaces are hired daily or hourly, You and your team could use the space event monthly. In addition, if you are planning a meeting, workshop, seminar or team meeting, the spaces are perfect for you. Get in touch with them today to book space you’re your meetings and experience the comfort of their spaces.
Titles Contents:
- Introduction
- What is your agenda?
- Prepare the meeting room early
- How to have an effective meeting
- Recording minutes are the final step to a good meeting
- IHiT’s meeting rooms for hire
- Meeting room for rent
- Conference room for hire
How to have a good meeting?
1.Introduction
One of the features of any business is meetings. Holding meeting are one of the best ways to engage with your team and getting time to consult and cultivate teamwork. The aim of meetings often is problem solving as well as giving and receiving feedback and success evaluation. In this blog, we intend to provide solutions to make your meetings more productive, efficient and effective. These are the most common requirements for having or hosting a meeting:
2. What is your agenda?
What is your agenda?
An agenda is a list of meeting activities in the order in which they are to be taken up, beginning with the call to order and ending with adjournment. It usually includes one or more specific items of business to be acted upon.
Lacking agenda is a meeting can be the cause of boredom and disinterest in meetings. The very important requirement in a meeting is finding out the aim of the meeting or why it is being held. The purpose of the meeting should be clear, short and easy to comprehend for all parties present for the meeting.
The agenda should be availed in advance to the people invited to the meeting either through emails or even phones, this enables ample preparation from attendees in advance. There are several benefits to writing an agenda, these being:
- There is clear structure and focus since there are specific matters set to be addressed this prevents people from side tracking from the matters and also keeps the meeting grounded.
- The time set for meetings from beginning to the end is followed due to proper time management since the points and reasons for the meeting are the only things tabled for discussion.
- Having the agenda shared in advance allows those attending to be well prepared in the eventuality of presentations, speeches or questioning. Preparation before any meeting is crucial in the success of the meeting.
- Accountability also is an important aspect of meetings and having an agenda definitely allows for individuals to take responsibility of certain topics and know what is expected of everyone in the meeting.
- Agenda is also important since it offers more clarity and expectations from the meeting and the participants understand better the reason for the meeting.
- Having a reason for the meeting also allows participants to be more involved in the meeting reducing absentmindedness since the agenda was set clearly and since there was prior preparation the attendees are more likely to give feedback and stay engaged.
3.Prepare the meeting room early
Prepare the meeting room early
You need a quiet meeting room to hold your business meetings to ensure that the meeting goes well. You should prepare the meeting room space in advance in all respects. A good meeting room can help the quality of the meeting.
A meeting room or venue should have these features:
-
Should be well equipped.
A good space whether it is a meeting room space for rent or not it should have facilities like; a screen, whiteboard or a projector to enhance your presentations and brainstorming forums, comfortable chairs and private space. You may need a screen to present or a projector for better view of the presentations. So, you should check your file in advance and make sure it is displayed. Or maybe You need a whiteboard to explain a subject, so you must have markers with you. Another very important thing to consider when looking to get a meeting room space for hire is the availability of stable power supply as well as a backup generator in the event of a blackout.
-
Convenient location.
The location of the meeting room is the most important factor of hosting a meeting. It has Never invite your team members to the furthest corner of the city for a one-hour meeting. Time is the most valuable asset.
-
Ample parking space.
Parking is one of the most important factors when determining a meeting space for rent. You will not have enough time to look for parking space and get to the meeting on time. A rental meeting space should have enough parking if it’s away from the main office.
-
Internet access.
Internet connectivity is a very important tool when holding meetings that need to be virtual. Many meetings do not require internet and all members must be offline for the meeting to go well but for the companies that work remotely, meetings can be held from anywhere as long as there is the aspect of network, thus if you are in a situation where you have to hold a virtual meeting then internet should be a core requirement.
-
Meals and refreshments for the meeting.
When preparing for a meeting, make sure you have considered having options for meals, it is hard to keep concentration when you are hungry and working let alone in a meeting. It is to your advantage if you are looking to get a conference or meeting room for hire that it has access to either a restaurant or coffee shop where you can have your meals and take breaks once it a while.
-
Book a meeting room.
When preparing to host a meeting, it is important to make sure that you know where the meeting will be happening if it is a physical meeting, you need to ensure that you get a meeting room space for hire and inform your members to know the location and time allocate for the meeting, if it is an online or virtual meeting, it is important to create the meeting link early and share on time. Most companies like holding their meetings away from the office to allow for the member to be more open to the meetings as well as give a feeling of comfort during the meeting since it is held at a different venue from the office. IHiT meeting rooms are well equipped for company meetings and team buildings to ensure you and your members have an experience.
4. How to have an effective meeting
How to have an effective meeting
Suppose you have a five-person meeting with your team members. A one-hour meeting should be worth 5 hours for you because in that one hour, 5 of your employees could do more work. This is possible since with one hour, many goals can be achieved within that time by brainstorming and contribution thus saving time and achieving more. This means that if you do not manage the meeting, you will have lost time.
5 factors to consider while holding a meeting:
- Timing: The start and end time of the meeting must be specified. If we do not specify the end time of the meeting, the meeting may take longer than anticipated. Each person should also be given adequate time to speak. Other people speak more than other while some do not speak at all in meetings therefore, the moderator should manage the time and avoid prolonging it.
- Agenda: The meeting should proceed according to the agenda. We should not talk about topics that are not on the agenda unless asked to discuss in the time allocated for other topics. The ultimate goal of the meeting should be clear according to the agenda. If we do not avoid issues that may prolong the meeting, we will not achieve the desired result.
- Delegating roles: Ensure you have delegated the roles in the meeting since they can not all be done by one person. Roles like, timekeeping, facilitator and secretary need to be divided to ensure the meeting runs smoothly.
- Purpose of the meeting: define clearly the purpose of the meeting and give the objectives set to be achieved this ensures that the meeting remains relevant and there is focus as well. Since focus is one of the most important factors in increasing efficiency. A poor meeting environment distracts you and thus reduces the efficiency of the meeting.
- Emotion management: Sometimes, due to the issues raised in the meeting, our emotions cause us to react. For example, if a person disagrees with the decision of the members, they must explain it logically. But if they cannot manage their emotions and get angry, it causes the meeting to be chaotic and lose its meaning.
5. Recording minutes are the final step to a good meeting
Recording minutes are the final step to a good meeting
At the end of a meeting, all that remains is the minutes. Everyone forgets the results of the meeting as soon as it is over. They are not keen to know what to do and what reports to prepare for the next meeting. In order for the results of the meeting to be documented, the minutes must be written.
Here are the elements of a good minutes.
Meeting details.
When writing minutes during a meeting, it must include the names of the people present at the meeting. Also, the location and date of the meting should be including in the minutes. All members present at the meeting must sign the minutes. Good minutes should include all the issues that were raised and decided during the meeting.
Previous minutes approval.
It is important to go over the previous meeting minutes so as to have clarity in terms of issues that were raised, addressed and yet to be addresses. There is also need to be clear on the allocated roles and the individuals they were allocated to. The minutes of the meeting are documents that can be referred to and cited in the future. This document is so important that it should be written during the meeting carefully.
Agenda discussion.
The matters tabled need to be discussed and exhausted if possible as per the prior division of roles and issues to handle. There needs to be a run through of previous matters and resolution offered as well. The minutes should be clear, easy to understand and straight to the point to all people. There should be no question about the outcome of the meeting unless the minutes are wrongly written.
6. iHiT’s meeting rooms for hire
iHiT’s meeting rooms for hire
You try to hold your meetings optimally. Because you save a lot of time and this will grow your business. When your competitors are wasting their time, you are the one who cleverly manages the meetings. You go ahead and get better results. By implementing this content, you will be able to increase the efficiency of your meetings.
As an innovation and technology center, iHiT has fully equipped meeting and conference room that have a capacity of as small as 4 people and can hold up to 100 people. Comfort is very key when looking for a meeting room space for rent therefore, iHiT ensures that you have an experience every time you use their spaces, they have both indoor and outdoor spaces to suit the nature of your meetings or events. Their rooms are fully equipped to suit all your needs when it comes to renting a meeting room.
iHiT’s meeting rooms facilities include:
- Screens
- Whiteboards
- high speed internet
- Comfortable furniture
- Ample parking.
7. Meeting room for rent
IHiT has an elegant meeting room /board room that is sound proof and suitable for a small board meeting carrying the capacity of up to 4 people. It coming with a smart screen for sharing content and presentations together with a High-Definition Multimedia Interface (HDMI cable) or in preference of a white board to scribble down illustrations. Their meeting room space for hire goes at very affordable rates.
Meeting room for rent
8. Conference room for hire
Conference room for hire
It is also known as the auditorium or the training room that, just like the meeting room space, comes with a smart screen and a potable white board together with a HDMI cables to make presentations and virtual meetings easier to do. Unlike their meeting room space, their conference hall has a capacity to hold groups as small as 5 up to 100 people both indoor and outdoor. The major difference between their conference room space and their meeting room for hire is that the conference hall rates vary according the capacity of the meeting or event.
iHiT is located in the Kilimani area right is the outskirts of the busy Nairobi. The rental meeting room spaces are hired daily or hourly, You and your team could use the space event monthly. In addition, if you are planning a meeting, workshop, seminar or team meeting, the spaces are perfect for you. Get in touch with them today to book space you’re your meetings and experience the comfort of their spaces.