Framework Thinking | Hosting Meetings

​When conducting a meeting, it is important to start with a meeting plan. Consider the invitees, duration, and agenda of the meeting. Determine the repetition frequency if the meeting is expected to occur multiple times. Once the session is arranged, the next step is to host it.

When hosting a meeting, there are several key considerations. First and foremost is the clear communication of meeting objectives. This set up the foundation for a successful meeting. Then, as the host, we have to guide the discussion toward achieving the goals. If there are any distractions, use the "steer don't follow" framework [1] , which means taking control of the discussion by steering the conversation toward what we'd like the discuss and avoid being misled by others' logic. For example, if anyone asks a question or details we are unprepared to answer, we can say, "That's a good question. We can take that offline to discuss." Another important goal of a meeting is to foster open communication and consensus among attendees. The host should ensure that everyone has the opportunity to speak, especially introverted participants who may require special attention.
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Taking meeting minutes is crucial. While only some details need to be recorded, the minutes should include the main discussion topics, key conclusions or decisions, and the action plan that follows the discussion. Specify the responsible individuals, deadlines, and relevant personnel when documenting the action plan. Also, record the main discussion points when immediate results are not obtained. After the meeting, it is crucial to promptly send the minutes to all attendees and copy those who need to be informed but have yet to attend. Ideally, the minutes should be sent within one to two hours or on the same day for maximum effectiveness.

Furthermore, meetings provide an opportunity for communication, so the host needs to maintain an open attitude and be receptive to new viewpoints and discussion topics.

References

1. How do you think fast before you speak - Framework thinking