Regardless of whether you are leading a meeting with a business partner, colleagues or someone else, impressions are formed in the first few seconds. Therefore, it is very important to focus on the introduction, which usually affects the further course of the meeting. The Open Forum website has posted several mistakes you should not commit during your excellent presentation.
1. Starting late
Failure to comply with the agreed schedule frustrates those who arrived on time; moreover, a delay reduces the overall length of time they should devote to following your speech. If you want to avoid delays caused mostly by small talk among participants, schedule a meeting for about 10 minutes earlier and "punish" latecomers with a notepad, in which they will have to record the course of the meeting. Next time they will surely come on time.
2. Not offering refreshments
A mug with a hot drink in someone's hand makes them warmer, more generous and trusting. Well, at least according to scientists from Yale University. Therefore, do not fail to provide refreshments: they are a social element that will help properly attune your audience.
3. Neglecting objectives, benefits and expected outcome
Even though these points are sent out via email, do not expect your audience to have dealt with them in detail. A reminder of why the meeting is being held is the most important point at the beginning. According to research by the American Psychological Association, poorly led meetings are most frustrating for active and purposeful people; therefore, you first have to communicate the goal. Do not forget to mention what type of meeting it is: brainstorming, problem solving, informative or some other type. This is especially important in order to prepare your audience and its expectations. In addition, before brainstorming you can mention your expectations (e.g. generate 5 applicable ideas).
4. Forgetting introductions
An introduction of people and their roles at the meeting is important for the orientation of all participants. Do not forget to state who is responsible for recording of the meeting, timekeeping, and of course, do not forget the other speakers, if there are any.
5. Skipping information about decision making
In order to avoid confusion, it is always important to start by mentioning who will be responsible for the final decision. Is it you alone? Will you decide only if the participants cannot reach a consensus? Do you prefer voting?
6. Not setting basic rules
Each meeting should follow certain guidelines such as turned off phones, laptops and other devices. Likewise, brainstorming has its fundamental rules, which it is always good to repeat at the outset. Thus, only one person speaks at once, no criticism allowed and stay focused on the topic. Howgh.
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