Best Practices for Being a Successful Meeting Participant

Attending meetings is an inevitable part of any professional’s work life. However, being an active and contributing participant in meetings is crucial to achieving successful outcomes. While most of us are aware of the best practices for conducting meetings, we often overlook the importance of being an effective meeting participant. In this article, we will explore the best practices for being a successful meeting participant and discuss how to make the most of your next meeting.

Before the meeting

1. Get an agenda ahead of time: The first step towards being a responsible meeting participant is to get a copy of the meeting agenda in advance. This will give you the opportunity to prepare and gather any necessary information or materials that may be needed during the meeting.

2. Acquire proper tools: Make sure you have all the necessary tools, such as a notepad, pen, laptop, or tablet, to take notes, make comments, or follow the meeting’s progress. Be sure to test your technology to ensure that everything is working correctly.

During the meeting

3. Attend: Attendance is an important factor in being an active participant in meetings. Make sure you are present and engaged throughout the meeting.

4. Participate actively: Contribute to the discussion in a meaningful way by sharing your ideas, concerns, or suggestions. Do not interrupt others while they are speaking and always be respectful.

5. Assign next actions to participants: If a task is assigned to a specific participant, make sure to keep track of it and follow up later to ensure that it is being completed.

6. Establish deadlines: Setting deadlines for assigned tasks is crucial to ensure that everything gets completed on-time.

7. Relax: Being nervous or anxious can hamper your ability to participate actively in meetings. Hence, it is essential to relax and be prepared to contribute meaningfully.

Post-meeting

8. Do all next actions that take less than two-minutes: Tackle all the tasks that can be completed in less than two minutes, such as sending an email or making a quick phone call.

9. Defer all next actions that will take longer than two-minutes: If a task will take longer than two minutes, make sure to schedule it appropriately and allocate enough time to complete it.

10. Update your meeting file: Updating your meeting file with all the essential information discussed during the meeting, including tasks, next steps, and deadlines, will help you stay organized and ensure that nothing falls through the cracks.

Conclusion

In summary, attending meetings and being an active participant is necessary for career success. Effective meeting participation involves preparation, engagement, and follow-up. Following the best practices of being a meeting participant will not only help you contribute meaningfully but also showcase your professionalism and leadership skills. So, next time you attend a meeting, remember to follow these tips to make the most out of it.