InLogic Meeting Management System

How Do You Keep Track of Meetings?

December 14, 2023 41 comments

Introduction

Keeping meetings on schedule can be difficult, but they are an essential component of any business. Meetings can be made more productive and successful by using a variety of techniques and resources, from planning to following up later. This article will cover meeting management techniques, such as how to plan and conduct a productive meeting and follow up with action items. In this post, we’ll talk about a few tactics to assist you in keeping your meetings on schedule.

Preparing for the Meeting

Planning beforehand is the first step in conducting a meeting with efficiency. It entails:

  • Distributing preparatory materials in advance: By sending out preparatory materials in advance, participants may arrive at the meeting ready to contribute to the conversation.
  • Inviting just those who must attend: Ensuring that the meeting remains focused and on the topic involves just those who are required to be there.
  • Dividing up lengthy sessions into smaller ones: Dividing lengthy meetings into smaller ones can also aid in maintaining the attention and productivity of the conversation.

During the Meeting

There are several tactics you may employ to steer the meeting in the right direction. To guarantee that everyone has ample time to contribute to the conversation, the meeting must begin and conclude on time. Other techniques that you can follow during the meeting are given below.

  • To keep the meeting on course, use a timer, a facilitator, or a visual aid to keep track of time.
  • At the conclusion of the meeting, summarizing and following up guarantees that all participants are aware of the next actions.
  • Maintaining a safe environment for contributions and being open to other viewpoints can aid in keeping the meeting on course.
  • Having a clear agenda by sending out the agenda ahead of time and knowing the precise next actions before the conclusion of the meeting will also help track the meeting.

Following the Meeting

It is crucial to follow up with action items and next actions after the meeting. To make sure that everyone is aware of their obligations and is on the same page, assign tasks and responsibilities to the appropriate individuals. Plus, set deadlines and milestones for the next stages. Maintaining focus throughout the meeting may also be facilitated by deliberately pulling back the conversation when it veers off-topic.

Tools for Monitoring Meetings

A multitude of tools are at one’s disposal for managing appointments and meetings. Among the best resources are Hubspot, Doodle, Calendly, and Google Calendar. These applications help with appointment tracking, scheduling, and sending out invitations to meetings.

Notes from the Meeting

It’s critical to monitor meeting notes in addition to the actual meeting. It entails writing in shorthand, keeping track of meeting notes via an app, and noting choices, action items, and results. You can create a shared meeting agenda or use an app like Fellow to keep track of meeting notes.

Summarizing the Important Pointers for Managing Meetings?

Let’s summarize the most important tips and tricks for managing your meeting schedule:

  1. Get Your Points Ready in Advance: Pre-decide what factors should be discussed in the meeting. It helps you avoid time and draw results regarding a particular matter.
  2. Start and End on Time: To ensure that the meeting ends on time, use a timer or other visual aid to record the passing of time.
  3. Action Items to Follow: Assign duties and responsibilities, establish due dates, and intentionally refocus the conversation when it veers off topic.
  4. Take Thorough Meeting Notes: Establish a cooperative agenda for the meeting, record choices, action items, and results, and utilize a tool to manage meeting notes.
  5. Use Meeting Tracking Applications: To organize and manage meetings and appointments, make use of applications like Calendly, Doodle, Google Calendar, and Hubspot.
  6. Select Participants Carefully: Only invite important individuals and give each agenda item a specific goal.
  7. Make a Comprehensive Agenda: Take your time moving through each item, and assign someone to record the important data.

Conclusion

Monitoring meeting outcomes is critical to making sure they are successful. You can keep your meetings on course by planning, utilizing techniques during the meeting, and following up afterwards. Keeping track of meetings and meeting notes using tools also helps make sure that everything is in order and accounted for. Implementing the techniques and resources covered in this article can help you keep on top of important choices and make sure that your meetings are a productive use of time, whether you are a team leader, project manager, or team member.

Contact Info:

Website: https://inlogic.ae/
Email:     sales@inlogic.ae
Contact #: (+971) 42955773
Address:  Al Durrah Building, M06, Garhoud, Dubai

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