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Meeting Guidelines

10 golden rules for meetings & seminars

Meetings and seminars have become an integral part of our working world. What should be considered at a meeting? And how do you start a meeting? We will answer these and other questions today in our Carat.Blog. Read our 10 golden rules for meetings, seminars and discussions.


Set a time limit.

Time is money. This is even more true in the business world than in any other situation. That's why our first meeting rule is: "Set a time limit." It not only makes it easier for your employees to plan the day (not being late for follow-up appointments, etc.), but also ensures effectiveness at the same time. However, meetings are there to ensure that actual decisions and goals are defined at the end (see meeting rules #7 & #8). Even individual discussion topics on the agenda should be given a time limit so that there is enough speaking time for all topics.


Define a presenter or chairperson.

One of the meeting participants is given the task of leading the meeting. On the one hand, this is important in order to keep an eye on the specified time limit. But there are also other reasons why it makes sense to have a presenter. This person can control the meeting, lead to topics and change themes, stop monologues from individual participants, encourage quieter people and add new items to the agenda. That’s why our second meeting rule is: “Define a presenter or chairperson.”


Only talk about topics on the agenda.

An agenda is essential for a well-structured and efficient meeting. It is like a golden thread for the entire meeting and helps to separate the important from the unimportant. Therefore, our third meeting rule is: "Only talk about topics on the agenda." The presenter makes sure that this requirement is observed. If an important topic arises during the conversation that is not yet on the agenda, the agenda can also be adapted. The new topic is placed at the end of the agenda.


Make the most of the meeting space.

Don't just talk about your topics, show them too. Use the equipment provided in the seminar rooms and visualize your ideas and suggestions. Highly professional equipment is available at Gurgl Carat. Use the front screen for presentations, which can be up to 20 meters long and 5 meters high. Or take full advantage of flipcharts, digital whiteboards as well as pinboards and metaplan boards for smaller meetings. Our recommendation definitely is: " Make the most of the meeting space."


Also take a break once in a while.

In long meetings in particular, it is important to plan enough breaks. Breaks help bring a touch of fresh air into the meeting and ensure more efficient work during the meeting. That's why our fifth meeting rule is: "Also take a break once in a while." All participants in meetings at Gurgl Carat can enjoy true premium breaks. We organize your energizing coffee breaks, healthy lunch menus or varied snacks for you. In case of longer breaks, we strongly recommend a walk in the fresh mountain air with fabulous views of myriad three thousand meter peaks in Upper Ötztal.


Take minutes of the meeting.

Only what ends up in the minutes was “actually said”. If decisions or to-dos are not written down, there is a high risk that they will be forgotten. That's why our sixth meeting rule is: "Take minutes of the meeting." It is also important to document the conversations and discussions that led to a specific decision. In the case of controversial points in particular, a closer look at the minutes will help. Even people who did not take part in the meeting can understand decisions more easily.


Set verifiable goals.

At the end of each meeting, decisions or resolutions should be made on the items on the agenda and, if necessary, to-dos should be defined in written. It is crucial to formulate the tasks and goals in a way that clearly indicates achievement or non-achievement. This can be, for example, an increase in sales, the successful launch of a campaign, the completion of a survey, etc. Only if the goals are clearly defined in advance can they also be checked and verified afterwards. That's why our seventh meeting rule is: "Set verifiable goals."


Ensure follow-up discussions.

After the meeting is before the meeting. All the tasks that have been distributed and the to-dos that each employee now has on their slip of paper are relevant again for the next meeting. That's why our eighth meeting rule is: "Ensure follow-up discussions." A good follow-up to the past meeting is the best preparation for the next one. It is best to start the follow-up meeting right away by reviewing the to-dos from the last meeting. You can then build the meeting on that.


Take time to reflect on the meeting.

As a decision-maker, it is important to question the status quo. Are our meetings productive in this way? Where is there room for improvement? Are the meetings too short or too long? That's why our ninth meeting rule is: "Take time to reflect on the meeting." Introspect or consult with colleagues. Perhaps a change of location will also give creativity a boost. New perspectives open up all by themselves at a meeting on the mountain.


Create a trusting and open atmosphere.

Last but not least: ensure a pleasant atmosphere in your meetings. And here we don't just talk about the room climate... Both open and respectful interaction should be part of every company’s corporate culture anyway. But especially in meetings it is important that diverse opinions are allowed. Everyone participating in the meeting brings a wide variety of experiences from their professional and private everyday life. This variety of opinions is very important for solving problems. That's why our last meeting rule is: "Create a trusting and open atmosphere." And your next meeting will be a guaranteed success.

There are a few things to keep in mind when conducting a productive meeting. For example, an agenda that structures the meeting should be set in advance. A time limit is as well very useful and increases effectiveness. A presenter should also keep an eye on time, topics and speaking tie. It is also important for the review of results that verifiable goals are set. All 10 golden meeting rules can be found HERE.

At a kick-off meeting, the role of each person in the meeting should first be clarified (who will chair the meeting, who will take the minutes, etc.). Then the organizer presents the agenda and explains how to proceed. In a series of meetings, the to-dos and results of the last meeting should be discussed in advance. This ensures a seamless connection to the last meeting. In order for the meeting to start as planned, the punctuality of all participants is an absolute must. More meeting rules can be found HERE.

Add structure to your meeting by creating and defining an agenda. using this list, it is easier to separate the important from the unimportant and also to keep track of time. The chairman or organizer of the meeting is responsible for maintaining the structure and time limit. If other important points come up during the conversation, they can be added to the agenda at the end of the meeting or even to the next meeting. More meeting guidelines can be found HERE.