{"id":987517774,"date":"2024-02-27T08:30:18","date_gmt":"2024-02-27T08:30:18","guid":{"rendered":"https:\/\/pmchampions.com\/?p=987517774"},"modified":"2024-03-13T15:05:33","modified_gmt":"2024-03-13T15:05:33","slug":"how-to-manage-effective-meetings-in-7-steps","status":"publish","type":"post","link":"https:\/\/pmchampions.com\/en\/how-to-manage-effective-meetings-in-7-steps\/","title":{"rendered":"How to Manage Effective Meetings in 7 Steps!"},"content":{"rendered":"\n[et_pb_section fb_built=”1″ _builder_version=”4.23.1″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”et_body_layout”][et_pb_row _builder_version=”4.23.1″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”et_body_layout”][et_pb_column type=”4_4″ _builder_version=”4.23.1″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”et_body_layout”][pac_divi_table_of_contents title=”Summary” collapse_when_sticky=”on” opened_icon=”:||divi||400″ closed_icon=”;||divi||400″ included_headings=”off|on|on|on|off|off” exclude_headings_by_class=”on” show_keyword_highlight=”on” show_keyword_highlight_placeholder=”Mots Cl\u00e9s …” level_markers_1=”icons” icon_marker_1=”=||divi||400″ level_markers_2=”icons” icon_marker_2=”^||divi||400″ level_markers_3=”icons” icon_marker_3=”E||divi||400″ level_markers_4=”icons” icon_marker_4=”5||divi||400″ title_container_bg_color=”#1a9e21″ body_area_height=”650px” body_area_scroll_color=”#000000″ body_area_text_link_underline=”#000000″ body_area_text_link_padding=”10px|0px|0px|0px|false|false” _builder_version=”4.23.1″ _module_preset=”default” title_font_font=”Quicksand||||||||” heading_all_font=”|600|||||||” heading_all_font_size=”18px” marker_all_font=”|600|||||||” motion_trigger_start=”top” heading_all_font_size_tablet=”15px” heading_all_font_size_phone=”15px” heading_all_font_size_last_edited=”on|phone” border_radii=”on|10px|10px|10px|10px” border_color_all=”RGBA(255,255,255,0)” border_radii_title_container=”off|10px|10px|0px|0px” border_radii_body_area=”off|0px|0px|10px|10px” border_width_all_body_area=”3px” border_color_all_body_area=”RGBA(255,255,255,0)” box_shadow_style=”preset2″ global_colors_info=”{}” theme_builder_area=”et_body_layout”][\/pac_divi_table_of_contents][\/et_pb_column][\/et_pb_row][\/et_pb_section][et_pb_section fb_built=”1″ _builder_version=”4.23.1″ _module_preset=”default” background_color=”#f0f3f6″ custom_padding=”0px||0px|||” global_colors_info=”{}” theme_builder_area=”et_body_layout”][et_pb_row _builder_version=”4.23.1″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”et_body_layout”][et_pb_column type=”4_4″ _builder_version=”4.23.1″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”et_body_layout”][et_pb_text _builder_version=”4.24.2″ _module_preset=”default” hover_enabled=”0″ global_colors_info=”{}” theme_builder_area=”et_body_layout” sticky_enabled=”0″]
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80%<\/strong> of 80%<\/strong> <\/span> <\/span>of <\/span> meeting attendees’ time is wasted<\/span>
Bartleby’s Law – The Economist 2020<\/span><\/strong><\/em><\/p>\n<\/blockquote>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n

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52%<\/strong> <\/span>of meetings are not productive<\/span>
OpinionWay Study 2017<\/span><\/strong><\/em><\/p>\n<\/blockquote>\n<\/div>\n<\/div>\n<\/div>\n<\/div>[\/et_pb_text][dipl_separator seprator_thickness=”1px” separator_color=”rgba(0,0,0,0.54)” _builder_version=”4.23.1″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”et_body_layout”][\/dipl_separator][et_pb_text _builder_version=”4.24.2″ _module_preset=”default” hover_enabled=”0″ global_colors_info=”{}” theme_builder_area=”et_body_layout” sticky_enabled=”0″]

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52 minutes<\/strong>: This is the average attention span of participants in a meeting<\/span><\/span>
Wisembly\/Ifop study 2018<\/span><\/strong><\/em><\/p>\n<\/blockquote>\n<\/div>\n<\/div>\n<\/div>\n<\/div>[\/et_pb_text][\/et_pb_column][\/et_pb_row][et_pb_row column_structure=”1_4,3_4″ _builder_version=”4.23.1″ _module_preset=”default” custom_margin=”||40px||false|false” link_option_url=”https:\/\/pmchampions.com\/en\/how-to-apply-contract-effectively-to-agile-project\/” link_option_url_new_window=”on” border_radii=”on|0.25rem|0.25rem|0.25rem|0.25rem” border_width_all=”1px” border_color_all=”#dee2e6″ box_shadow_style=”preset3″ box_shadow_vertical=”5px” global_colors_info=”{}” theme_builder_area=”et_body_layout”][et_pb_column type=”1_4″ _builder_version=”4.22.0″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”et_body_layout”][et_pb_image src=”https:\/\/pmchampions.com\/wp-content\/uploads\/2023\/09\/Agile-Contract-en.png” title_text=”Contractualisation” _builder_version=”4.22.0″ _module_preset=”default” width=”100%” width_tablet=”100%” width_phone=”100%” width_last_edited=”on|tablet” max_width=”100%” custom_margin=”-11px||-11px||false|false” custom_padding=”|10px||10px|false|false” border_radii=”on|5px|5px|5px|5px” global_colors_info=”{}” theme_builder_area=”et_body_layout”][\/et_pb_image][\/et_pb_column][et_pb_column type=”3_4″ _builder_version=”4.22.0″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”et_body_layout”][et_pb_text _builder_version=”4.23.1″ _module_preset=”default” text_font=”Quicksand||||||||” text_text_color=”#619ccd” text_font_size=”26px” text_line_height=”1em” custom_margin=”|||-40px|false|false” custom_margin_tablet=”|15px||15px|false|false” custom_margin_phone=”|15px||15px|false|false” custom_margin_last_edited=”on|tablet” text_font_size_tablet=”20px” text_font_size_phone=”20px” text_font_size_last_edited=”on|phone” global_colors_info=”{}” theme_builder_area=”et_body_layout”]

Agility:<\/strong><\/span><\/h6>\n

Discover our articles on agility<\/a><\/span><\/strong><\/p>[\/et_pb_text][\/et_pb_column][\/et_pb_row][\/et_pb_section][et_pb_section fb_built=”1″ _builder_version=”4.23.1″ _module_preset=”default” custom_padding=”0px||0px|||” global_colors_info=”{}” theme_builder_area=”et_body_layout”][et_pb_row _builder_version=”4.23.1″ _module_preset=”default” custom_padding=”||0px|||” global_colors_info=”{}” theme_builder_area=”et_body_layout”][et_pb_column type=”4_4″ _builder_version=”4.23.1″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”et_body_layout”][et_pb_text module_class=”blue-list list_space” _builder_version=”4.24.2″ _module_preset=”default” custom_padding=”||21px|||” hover_enabled=”0″ global_colors_info=”{}” theme_builder_area=”et_body_layout” sticky_enabled=”0″]

Here are the 7 steps to managing meetings effectively: apply them without moderation.<\/span><\/span><\/span><\/p>[\/et_pb_text][\/et_pb_column][\/et_pb_row][\/et_pb_section][et_pb_section fb_built=”1″ _builder_version=”4.23.1″ _module_preset=”default” background_color=”#f0f3f6″ custom_padding=”0px||0px|||” global_colors_info=”{}” theme_builder_area=”et_body_layout”][et_pb_row _builder_version=”4.23.1″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”et_body_layout”][et_pb_column type=”4_4″ _builder_version=”4.23.1″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”et_body_layout”][et_pb_text module_class=”list_space” _builder_version=”4.24.2″ _module_preset=”default” hover_enabled=”0″ global_colors_info=”{}” theme_builder_area=”et_body_layout” sticky_enabled=”0″]

Scheduling Meetings<\/span><\/h2>\n

A meeting, whether physical or virtual, requires a pre-invitation that clearly specifies the times, purpose, location (with designated room and\/or Teams link), as well as the agenda<\/strong>.<\/p>\n

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The objective<\/strong> should be specific and justify the active participation of the guests, and the duration<\/strong> should be appropriate to this objective.<\/p>[\/et_pb_text][\/et_pb_column][\/et_pb_row][\/et_pb_section][et_pb_section fb_built=”1″ _builder_version=”4.23.1″ _module_preset=”default” custom_padding=”0px||0px|||” global_colors_info=”{}” theme_builder_area=”et_body_layout”][et_pb_row _builder_version=”4.23.1″ _module_preset=”default” custom_padding=”||0px|||” global_colors_info=”{}” theme_builder_area=”et_body_layout”][et_pb_column type=”4_4″ _builder_version=”4.23.1″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”et_body_layout”][et_pb_text module_class=”blue-list list_space” _builder_version=”4.24.2″ _module_preset=”default” hover_enabled=”0″ global_colors_info=”{}” theme_builder_area=”et_body_layout” sticky_enabled=”0″]

Pre-meeting preparation<\/span><\/h2>\n

Content preparation is paramount. The organizer should prepare any necessary presentation materials<\/strong> and share these items with attendees in advance of the meeting, if possible.<\/p>\n

In the case of an interactive meeting, participants should also prepare by reviewing the documents provided, noting the points to be discussed, and brainstorming suggestions in order to focus the meeting on the essential points.<\/p>\n

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Regarding the technical preparation, the room must be ready on time, with the necessary functional equipment (chairs, cables, microphones, speakers, etc.). Any delays due to logistical issues reduce the actual duration of the meeting.<\/p>\n

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Assigning Roles<\/span><\/h2>\n

In a meeting, three key roles are defined:<\/p>\n

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  1. The facilitator, usually the organizer,<\/li>\n
  2. The master of time, responsible for following the agenda and managing the timing,<\/li>\n
  3. The scribe, in charge of taking notes and preparing a summary report.<\/li>\n<\/ol>\n

    These roles are assigned at the beginning of the meeting.<\/p>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>[\/et_pb_text][\/et_pb_column][\/et_pb_row][\/et_pb_section][et_pb_section fb_built=”1″ _builder_version=”4.23.1″ _module_preset=”default” custom_padding=”0px||0px|||” global_colors_info=”{}” theme_builder_area=”et_body_layout”][et_pb_row _builder_version=”4.23.1″ _module_preset=”default” custom_padding=”||0px|||” global_colors_info=”{}” theme_builder_area=”et_body_layout”][et_pb_column type=”4_4″ _builder_version=”4.23.1″ _module_preset=”default” global_colors_info=”{}” theme_builder_area=”et_body_layout”][et_pb_text module_class=”blue-list ” _builder_version=”4.24.2″ _module_preset=”default” hover_enabled=”0″ global_colors_info=”{}” theme_builder_area=”et_body_layout” sticky_enabled=”0″]

    Objectives of the meeting<\/span><\/h2>\n

    A meeting should have a clear and precise objective:<\/p>\n