Prepare it with time. Make a list with the points you want to discuss. Prepare everything in a folder (catalogues, offers, etc.) Think about the questions the opposite can make you and could be hard to answer and try to find a good one. Prepare alternatives in case you have to negotiate so, you are sure you won't loose money.
Below are some steps that could help in condcuting effective & prodcutive meetigns:
Preparation
•Define a clear goal
•Select participants
•Set date and start and end time
•Agreed the Venue
•Distribute agenda and provide supporting material in time
•Demand that everyone is prepared
•Designate one person to take notes during the meeting. Consider rotating this function.
Actual Meeting
•Start on time
•Repeat the goal of the meeting
•Provide updates on tasks from previous meeting(s) if applicable
•Follow to the agenda, stay on time
•Stay focused, place new topics on parking lot for next meeting
•Take clear brief notes and distinguish between informational notes and decisions
•Assign tasks, assign each task to one person and set due date
•At the end of the meeting:
osummarize all decisions and tasks
oschedule follow-up meeting if required
•end on time
Follow-Up
•Distribute minutes as soon as possible
•Communicate tasks to task owners
•Track tasks and follow-up if not completed by due date
•File minutes in a place where you can easily find them
Ground Rules
Ground rules create a productive environment where everyone can contribute in a meaningful way.
•No cell phones
•Demand proper preparation
•No side conversations
•Attendance means participation
•It is OK to have different opinions, but communicate a unified decision outward
•Make sure tasks are executed
تحديد محاور واهداف الاجتماع واختيار اصحاب القرار او المؤثرين عليه ، والنقطة المهمة الشخص عاقد الاجتماع اذا كان يملك مهارات وطرق عرض جيدة ومستمع للمناقش والاستفسارات التي تطرح عليه والاجابة بوضوح وشفافية سيتمكن من الوصول الى هدفه ، أيضا استخدام التقنية الحديثة في إدارة الاجتماع.
Start on time
Use an agenda,distribute the agenda prior to the meeting.
Keep it short, Schedule a45 to50-minute meeting instead of an hour
Choose an effective moderator or facilitator
Conduct meetings while standing, Listen,Stop multitasking,Don’t speak just to be heard
End the meeting on time
اختيار كفاة العمل فى جميع الاقسام من المدير والمساعدين وحتى الى عامل البوفية والنظافة يكونو على اعلى درجة من العمل والثقة بهما فى الامانة وحفظ اسرار الشركة
