Meetings and small meetings are crucial to the success of any business. But let's face it, we have all experienced meetings that were anything but productive or enjoyable. Ask an average employee what he thinks of meetings and you will probably often get the same answer. Long-winded, tiring, useless or unstructured.
As an organiser of meetings or other small gatherings, you want to take your event to the next level and we can help you with that. At Jaarbeurs, we understand your needs and want to support you in creating effective and fun meetings.
In this article, we look at five common meeting mistakes we learnt in the days of online meetings and give you insights to avoid them and tips to make your meeting more effective and fun.
Mistake 1: Too long meetings
We start with a common pitfall: meetings that are too long. We know this can be a frustrating experience. And be honest: how (mentally) fit are you left when you have been in meetings for hours at a time?
Time is precious, and we want to make sure you make the most of meetings. Think about dividing the agenda into manageable pieces and scheduling (multiple) breaks. This also ensures that people keep their attention better. After the break, start with a check-in and ask everyone how things are going. This also creates focus among participants: 'I need to pay attention again!' This way you get more out of your meeting, wherever you organise it.
Mistake 2: Insufficient preparation and no structure
You're having a good time and then suddenly: ping! 'Oh yes, meeting later...What was it about again? Oh well, Maarten will catch me up in a minute. First answer that e-mail, get a cup of coffee and call that one contact back.' - Recognisable? So that meeting turned out to be nothing. Fortunately, we now know better. It all starts with good preparation and structure.
At every meeting, have a 'chair' who sets the agenda and leads the conversation. The chair emails everyone the talking points and/or agenda well in advance and you prepare well. And fortunately, there are now house rules: by making agreements with each other in advance, it is easy to hold each other to account.
Mistake 3: No clear goals
A meeting without clear goals can quickly drift. It is essential to think about what you want to achieve in advance. Whether you book a room at Jaarbeurs or meet elsewhere, goals give direction to the meeting.
A clear goal combined with a good agenda ensures that everyone leaves the meeting satisfied. It was a success!
Also make sure someone takes notes of the (action) points discussed so that everyone sticks to the agreements made - ideal to fall back on at the next meeting or to use as a reminder after a meeting.
Mistake 4: Overloading unnecessary information
Too much information can be confusing. Focus on what is really needed and avoid sharing unnecessary details. We believe a good meeting should be able to stand on its own, regardless of the meeting room.
Mistake 5: No interaction or engaged participants
A successful meeting requires the active involvement of participants. Make sure you give participants a chance to give their input and ask questions. Encourage open communication and create an environment where everyone feels heard. Consider using short breakout sessions to enable deeper discussions. Jaarbeurs MeetUp provides the space and facilities for these types of interactive sessions, which can make your meetings even more engaging and effective.
In this article, we have discussed some common mistakes to avoid when organising successful meetings and gatherings. Together, let's strive for more focused, interactive and effective meetings, anywhere. After all, your success is our success!
Account manager Elmi
Want to know more about renting a meeting room at Jaarbeurs MeetUp? Contact me for all the possibilities.
jaarbeurs+31(0)30 295 58 88
