Meeting management has become an essential skill for managers and leaders of all kinds of teams. To get our tasks and responsibilities done, we need to agree on them as a group,

make sure the entire team is aligned, and ensure every member clearly understands their roles and responsibilities. This means holding meetings is essential

to getting things done.

However, it is also worth noting that the question is not whether meetings should be held, but whether they achieve their intended results.

And that can only happen when we master the skill—or art—of managing meetings.

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قبل الاجتماع

Before deciding to hold a meeting with your team members, consider a few things. For example, is the meeting necessary? Is there an urgent need to meet with the team

and use some of their work time for it? Is there a possible alternative, such as sending an email or

making a phone call, or using another method?

If the meeting is necessary and there is no alternative, choose the most suitable time to hold it. One reason meetings fail is that they are held at the wrong time—for example, when a particular event

takes place in the workplace and the meeting is not held until much later.

Try to keep the number of people you invite to the meeting as low as possible; the more attendees there are, the more likely the meeting is to fail—unless

the purpose of the meeting is to gather information or suggestions from every team member, or the issue being discussed is a general matter

that concerns the entire team.

You should also prepare the meeting venue carefully, ensuring that participants are located near one another, and try to ensure a degree of familiarity among

the participants themselves. You should also prepare an agenda for the meeting and email it to the participants

so they can prepare their ideas and suggestions.

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In the Meeting Room

Now that everyone is in the meeting room, you should show them, as the manager, that you highly value their time and work time. In other words, you must

make good use of time and manage it effectively. This is one of the clearest signs that you can run productive, well-managed meetings.

Explain the meeting’s purpose to your team, why you invited them, and what you hope to accomplish. Set clear topics for discussion,

then give everyone the freedom and comfort to share their opinions on each point.

Creating an agenda and defining its items precisely helps you avoid side topics and keep the meeting focused on its goals and planned direction.

له سلفًا.

Don’t leave a topic discussed in the meeting without making a decision about it. Without decisions, the meeting has no purpose or meaning.

But be careful not to rush into a decision or jump to conclusions.

A meeting may involve a clash or a sharp difference of opinion. This is a challenge for the meeting facilitator, who must work to resolve it if the meeting is to succeed,

by identifying areas of agreement and disagreement and trying to move past the impasse.

It is not advisable to let anyone dominate the meeting or impose their views and preferences on everyone. The meeting facilitator should also be aware of

those who are not paying attention to what is happening and work to draw their attention to the topic under discussion.

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نهاية الاجتماع

At the end of the meeting, remind your team members of the goals you came together to achieve, the actions to be taken, and the outcomes reached.