Successful meeting

Let's consider first what we mean by a successful meeting. A good meeting usually has three components: information is shared, ideas are discussed and actions are decided. Ideally, the meeting should be friendly and respectful, even when people disagree with each other. So what are the skills that you need to make sure this happens and that you participate effectively? Let's look at each of the meeting's components.

In terms of sharing information, it's important to pay careful attention to what other people at the meeting are saying. In other words you need to really listen. Listening doesn't simply mean sitting and not speaking. It means actively checking that you understand things correctly. If you don't understand something, you need to ask for further explanation. If something is unclear, you need to check you understand it correctly. If you reguire more facts or details, ask for examples or more information.

During the discussion of ideas, people will probably have different opinions. This is where things can become emotional. It's important that you keep your own emotions under control, especially if others are failing to do so themselves. How do you do this? Well, I'm not going to pretend that it's easy! The key is to recognize that if you show irritation or anger, it will make things difficult for the meeting to proceed effectively

Now, this doesn't mean that you can't say what you feel. It's more to do with how you state your point of view. I can say that ‘I disagree' or 'I'm not happy about' something while remaining calm and professional. It's only when I behave in an angry or irritated way that it becomes a problem. So avoid negative or aggressive body language, such as folded arms and frowning. And be careful about your language too: stay professional and avoid extreme words or phrases like 'ridiculous' or I don't believe it'.

So when discussing ideas, always make sure that you are showing respect to other people's points of view. Empathize with their viewpoint, show that you understand their situation, even if you disagree with their opinion. Actually say to them I understand that this is difficult' or I recognize this isn't easy' and so on.

For the discussion to be effective, the participants need to reach an agreement about what happens next, in other words which actions will be decided as part of the meeting. Again, it's important to show respect to other people's concerns, perhaps by acknowledging and repeating back to the person the concerns they have raised.

Similarly it's also important to suggest ideas in a positive way. When you suggest a particular action, take time to describe how your suggestions are helpful while also taking account of other people's concerns. In other words, don't simply say I suggest this'. Instead say something like I suggest we do this, because it will help deal with the issue you raised'.

So the key things we need to do when participating in meetings are: Listen carefully which includes being prepared to ask questions and check understanding. Keep your emotions under control. Show respect and empathy especially when you disagree. And finally suggest positive actions.