Lots of online meetings behind you? The hybrid workingor the combination of working from home and in the office, has been "the new way of working" for a while now. Are face-to-face meetings back on the agenda? With the following tips, you can prepare yourself well!
1. Back to basics
Before the pandemic, 86% of Dutch workers worked in the office, Eurostat figures show. The office was the basic place for all collaborations and work. To organize meetings, an invitation is sent with date, place, time and purpose. Being present at the right place, in particular, is the biggest difference compared to online meetings. Make sure you have a suitable location!
2. Define the goals
Clearly state the purpose of the meeting in advance. It could be team building, a decision, possible problems or spreading knowledge. This way the participant knows what to expect. This increases the number of active participants during the meeting.
3. Team Roles
There are a few roles that cannot be missing during a meeting: the chairperson and note taker. The chairperson leads the entire meeting and provides structure. The chairman allows everyone to speak, runs through the agenda items and monitors time. The note taker records all decisions and tasks during the meeting. As chair, make sure everyone feels a responsibility to contribute to the meeting.
4. Create and share calendar
The chair prepares an agenda for the meeting, which includes all items of interest and topics. The agenda items can be put together based on input from the entire team or from other necessary angles. Share the agenda with the team before the meeting so participants can prepare.
5. Monitor time
In your planning, take into account any questions that arise during the meeting. Also, certain agenda items may take longer than expected. Keep this in mind, as agreement is important for an outcome.
6. Talk about communication rules
Feeling good about the meeting is important for a positive work atmosphere. A good feeling stimulates cooperation within the team. Keep the following points in mind when you want to communicate pleasantly: showing understanding, asking questions, letting the other person finish, talking from within, avoiding difficult (personal) discussions and a solution-oriented and positive attitude. For giving feedback you can use the Hamer model.
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