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5 Effective Steps For Meeting Management in Universities

University Meeting

Meetings are an essential part of work-life. The purpose of any meeting is to discuss, resolve the issues and bring about impactful changes. However, many matters get addressed or resolved in letters, memos, or over the phone and a mere conversation between two individuals. On the other hand, a conversation with six individuals in a conference is better than conversing individually. The former produces a better outcome. The article explores five simple steps to better meeting management in universities.

Meeting Management Skills in Universities

Moreover, a better-managed meeting improves productivity, communication, coordination, and collaboration. But an organized meeting would have an adverse effect. Such a meeting would consume the time of people and be relatively unproductive.

1. Plan the meeting

Always have an agenda for the meeting. A plan for the meeting helps to stay on course. More often than not, after the session begins, people often deviate from the original purpose of the meeting.

Time spent planning the meeting would save time, not only for you but also for the participants as well. Doing so will give you and the potential participants a set of topics to discuss, objectives, and time frame. Moreover, the participants can analyze all aspects of the subject for discussion and positively contribute toward decision making. Also, making informed decisions is easy because all the participants have looked at all aspects, offering their opinions and insights. Therefore, plan the meeting, inform the participants of the topic for discussion, and avoid deviating from the original topic.

2. Specify the role of participants

There may be nothing wrong with the existing meeting system, but there’s always room for improvement. Assign a specific role to the participants to make the meetings more effective and productive. For instance, the chairperson of the meeting should ensure that the meeting stays on course, and the secretary can note the crucial developments. It is best if you assign tasks to other participants as well. For instance, you could task one of the participants to present a draft of a policy you want to implement in the university. You may choose some participants to answer the question or concerns during the discussion.

Once you assign specific roles to the participants, they tend to focus more on producing positive results. For instance, the chairperson ensures that the meeting stays on course, the secretary takes notes, and the timekeeper monitors the time for each presenter as the problem solvers come up with the solutions to the concerns addressed.

By assigning specific roles, the meeting becomes much more productive and effective. Moreover, everyone is aware of what they have to do. Therefore, it pays the ways for better delegating the duties and avoids any communication gaps. You may also like Mistakes To Avoid During The Team Meetings.

3. Define the purpose of the meeting

Remember that you have to define the purpose of the meeting. Once defined, the purpose of the meeting is a statement as to why the meeting gets scheduled. By doing so, the individuals can comprehend why to attend and prepare for the meeting. Moreover, it can lead to a more fruitful outcome from the meeting. For instance, if you are to discuss the changes in policy about the curriculum changes, the participants would get encouraged to take the lead, discuss and produce a positive output.

However, while planning the meeting, you must ensure that the meeting stays on course and does not deviate from the original discussion. Defining the purpose of the meeting can help you identify potential participants who can positively contribute.

4. Allocate time and stick to the time frame

Conducting shorter meetings proves to be more effective and productive often. One way to conduct a shorter meeting is to allocate time and stick to the time given. That leads to focusing more on the agenda and discussions to the point and precise. Moreover, a shorter meeting helps the participants to stay focused and avoids any deviations from the original intention of the meeting. That means better meeting management. There’s always room for improvement in the existing meeting management system in the universities.

While meeting the timeframe, remember to make it as short as possible. A shorter meeting permits a more efficient discussion and decision-making process. It does not take away much of the productive time. Last but not least, a shorter meeting contributes to a positive and productive work environment.

5. Appointment scheduling apps

Scheduling the meeting for the participant’s convenience is often a herculean task. The software makes scheduling the meetings easy. For instance, Picktime is an appointment scheduling software. It will help you quickly organize the meeting for the day, week, and month. You can quickly send reminders to the participants via email or SMS, so they don’t forget to attend the meeting.

You can quickly track who attended the meeting, and it is much simpler to schedule meetings according to everyone’s convenience. Moreover, you can also avoid eleventh-hour changes to the schedule.

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