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Effective meetings/consultations

Through our services, we are often present during a consultation or meeting. Sometimes we take the initiative and sometimes we participate in a consultation. But what makes a consultation or meeting successful?

How do you organize an effective work meeting?

In many organizations a lot of time is spent on meetings. It turns out that many of the meetings are ineffective. What makes a meeting successful; In other words, which meeting provides satisfaction to every participant?

Basic idea

The initiator of the meeting is responsible for directing it. And this starts in the preparation by getting the topics on the agenda in advance. These topics may arise from a short question about the department by the initiator of the meeting.

The initiator of the meeting determines in advance (a selection) of the topics. He/she can determine which topics have the highest priority.

A meeting room must be available prior to scheduling a meeting. This will be reserved if necessary. The initiator sends a meeting request to the participants.

Meeting request

A meeting request contains the agenda items on the topics to be discussed. This includes relevant details already obtained by the initiator that will be discussed during the meeting.


Make sure the minutes are shared shortly after the meetings. Informing each participant in advance that the minutes will be shared after the meeting increases attention during the meeting. Knowing that the notes will be provided including individual action items encourages participants to be more involved in the discussions during the meeting. In this way, the initiator shows his or her involvement and at the same time emphasizes the importance of the topics discussed and the associated action points. This not only promotes memory of the points discussed, but also shows that the topics are taken seriously.

In brief

  • Before a meeting, it is advisable to use short rounds of discussions to hear everyone's opinion quickly and thoroughly.

  • Take sufficient time to carefully identify differences of opinion on relevant objections. Discuss the principles required to reach agreement on a decision.

  • Aim to search for possible optimal decisions quickly and efficiently, so that you can arrive at a provisional final version in just a few steps. This prior to decision-making.

  • Ensure clear, results-oriented decision-making with clear agreements about who does what, how it is carried out and when it must be completed.

  • If necessary, decide on the basis of a majority vote, but also be aware of taking into account the voices of the minority.

  • Create concise minutes with an overview of progressive decisions and an associated action list, and use these documents effectively.

  • Also practice a collaborative style outside the meetings, and actively involve each other in the preparation of agenda items.

  • If necessary, it is wise to assign the technical chairmanship to a member who is both competent in the content and understands its application well.


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