How to Run a Successful Meeting | Google Career Certificates

How to Organize Effective Team Meetings

Key Elements of Effective Meetings

• Effective meetings are structured, starting and ending on time with carefully selected attendees and prioritized topics.

• Managing meeting time shows respect for participants' schedules; unnecessary attendees should be excluded, and notes can be shared instead.

• Structured meetings require an agenda that prioritizes important topics, allowing for timeboxing to manage discussion duration effectively.

• Consider scheduling shorter meetings focused on one or two topics if multiple subjects need addressing; adjust pacing based on previous meetings.

• A designated note taker is essential for documenting discussions and sharing outcomes clearly with all relevant parties.

Intentionality in Meetings

• Effective meetings have a clear purpose stated in the agenda and invite, ensuring all participants understand their role.

• The meeting's goal could vary from decision-making to task assignment; a well-designed agenda helps focus discussions and prevents wasted time.

• Pre-reading materials should be sent in advance if input is needed from attendees, promoting preparedness for participation.

• Meeting formats can range from formal to informal, accommodating different group sizes while maintaining clarity of purpose throughout.

Fostering Collaboration

• Encourage collaboration by avoiding agendas filled solely with presentations; clarify session objectives to promote engagement.

• Utilize a shared digital document during the meeting for real-time comments, fostering active listening and participation among attendees.

Inclusivity in Meetings

• Inclusivity ensures every participant feels valued; project managers play a crucial role in supporting this environment through resources and facilitation.

Inclusivity in Meetings

Importance of Accessibility

• A key component of inclusivity is ensuring that meetings and presentations are accessible to all participants.

• Additional information on making meetings accessible can be found in the course resources.

Internet Access Considerations

• When conducting virtual meetings, consider the level of internet access among participants.

• For those with weak internet connections, provide a phone dial-in option, which is available on most online meeting tools like Google Meet and Zoom.

Encouraging Participation

• Inform participants that it’s acceptable to turn off their cameras if they need to improve connection quality or adjust video settings.

• Focusing on inclusion fosters a sense of belonging and acknowledges the diversity of perspectives present in any group.

Creating an Inclusive Environment

• Establishing a meeting space where individuals from various backgrounds can collaborate effectively is crucial for productivity.