Organize meetings efficiently: 7 + 1 golden rules for efficient meetings

Work better, information as desired! We give you the information you really need and are committed to a better and more ecological working environment. When Book Publisher Best of HR –® with Unique Book Concept and eCourses we offer over 20 years of experience in Corporate Publishing - with Clients like Samsung, Otto, Governmental Institutions. Publisher Simone Janson also heads the Institute Berufebilder Yourweb, which awards scholarships, for example, and belongs one of the top 10 female German bloggers, referenced in ARD, FAZ, ZEIT, WELT, Wikipedia .
Copyright:  Artwork created as part of a free collaboration with Shutterstock.

In Company Barely a day goes by without meetings: Meetings decisively shape the day-to-day work of executives and employees at all levels. But all too often they go chaotic for lack of meaningful planning and finally end without tangible results. That does not have to be! If you follow a few simple rules, your next sessions are guaranteed to be a complete success.

Efficient meetings

Here writes for you:


Michael Lorenz Michael Lorenz

Michael Lorenz is managing partner of grow.up. Management consulting.



From the author:




Meetingfrust instead of meetinglust?

Who does not know this: day by day appointments, conference on conference, one meeting chasing the next. This costs infinitely much time and energy - but the bottom line is rarely something tangible.

There are always the same problems that prevent the efficiency of meetings. In order for you to be better in the future and not waste your precious time with unsatisfying meetings, I have compiled the most important rules for successful meetings.

1. The goal is the way

One of the main obstacles to effective discussions is a lack of objective. Define clear objectives in the future - for each individual agenda item. As a leader, specify what is to be done by when; employees must ensure the implementation.

Tip: Text as PDF (please read the instructions!) Download or for a little more Book on the topic with discount or eCourse book. Actions or news via Newsletter!

2. Invite competent participants

It sounds banal, but is often negligently neglected: Again and again I experience that not the most relevant and competent people sit at the table. Accordingly, the meeting can not lead to results. Therefore, when you are grouping the group, be sure to invite the right employees - those who really have something to say about the topic - as well as the decision-making power.

Otherwise, the topics will be discussed endlessly and finally postponed. And how do you get that other departments do not send anything? By setting up a simple rule: what has been discussed and decided in the group applies and can not be undone.

3. Without a suitable moderator, nothing works

Even small discussion groups benefit from being led by a moderator. Otherwise there is a great risk that the participants will always digress from the core topic and discuss the “whether” instead of concentrating on the “how”. As a manager, do not take on the moderation, because otherwise you can hardly intervene sufficiently in terms of content.

Neutrality is usually advisable as the moderator has to mediate between the different points of view. If, on the other hand, it is not to be neutral, then choose one from the highest hierarchical group. In order for the moderator to fulfill his function, certain rights must be assigned to him. Above all, he should have the authority to curb dissolute speakers and reduce excessive discussions on the topic. It has proven very useful to limit the speaking time per participant and contribution to two minutes.

4. For everything a rule

In many Company There are no binding guidelines for meetings, their success is left to chance. However, rules for a uniform procedure are essential - only in this way can useful results be achieved. The most important are:

Tip: Text as PDF (please read the instructions!) Download or for a little more Book on the topic with discount or eCourse book. Actions or news via Newsletter!

  • All the topics discussed in the group are visualized, for example, on the flip chart.
  • Discussions take place as soon as the relevant question is understandable for all participants.
  • Follow the ZDF rule and demand reliable “numbers, data, facts” for all discussion points.
  • When clarifying the problem, clearly defined methods are used, such as voting, collection and weighting of the criteria or scoring points with regard to the relevance of questions.
  • Each agenda item is closed with a WWW: Who does what until when?
  • Have questions in a themed memory that have not yet been finalized during this discussion.
  • Decision-making documents should have a uniform structure and should not be more than one page long.

Leave these rules in every meeting room!

5. To clarify what it is about

Not infrequently, there is uncertainty about the (sub) topic to be addressed. Therefore, clarify what the next agenda item is, so that all participants are on a uniform stand. This is a maximum of five minutes. so they all get used to delivering shorter word contributions. If this predefined time passes without results, proceed to the next topic.

6. Include target groups

Unbelievable, but true: Very often, the target groups that are the subject of the meeting are not asked about their concrete expectations. This means that the group should find solutions to problems, for example, from customers who were previously not sufficiently informed about the content.

The discussion then takes place in the airless space, whereby the failure is naturally pre-programmed. Therefore, ensure that all relevant information is prepared and made available to the participants in good time before the meeting. Strategic statements from management regarding the facts are also helpful.

7. Discussions are not sprawling

Who has not yet experienced this? In the course of a meeting, the degree of complexity increases so strongly that nobody can see through. The reason for this is often that some participants talk without giving any substantial support - simply to make them say anything at all. If the discussion is so far outdated, the topic is then often delegated to working groups for lack of solubility. So that it does not come so far, you should

Tip: Text as PDF (please read the instructions!) Download or for a little more Book on the topic with discount or eCourse book. Actions or news via Newsletter!

  • for each of the matters to be clarified, a temporal limit,
  • To reduce the number of speakers;
  • Even during the meeting.

If delegation of the topic is required, this should be linked to the project group with a clearly formulated work and solution mandate.

Extra tip: Structuring meetings with the Mind Map technique - and logging results

The contents of the meeting are made transparent and accessible to all participants when they are visualized on an ongoing basis (eg on the flip chart). The Mind-Map-technique, which also reveals the inner context of the topic, is perfectly suited for ideas gatherings. This is the best way to do this: Draw a circle in the middle of the sheet and write the topic into it.

The group members then collect the main problems and sub-points associated with them. In the third step, solutions are developed for the individual problem areas. Since this is often neglected, finally a recommendation. As a leader, you can create a log that keeps all relevant issues: progress, (intermediate) results, and open points to be covered in the next appointment.

More knowledge - PDF download, eCourse on demand or personal advice

Offline download: Download this text as PDF -  Read usage rights, Because we do not automatically submit the title of this text for privacy reasons: When buying in "interests" the title register if support is needed. After buying text exclusively Download at this URL (please save). Or for a little more directly an entire book or eCourse with this text buy, read on.

3,99 Book now

Read customer feedback and buy a book on this topic at a discount: Do you like this text and want to read more information about it? Buy the right book including this text, buy it here in two languages, as a member even with a 20 percent discount. Would you like to take a look at the book first? You can do this by previewing the book look at and then purchase on the book page.

German edition: ISBN 9783965960886

7,47  Buy directly

English version: ISBN 9783965960893 (Translation notice)

7,47  Buy directly

Your eCourse on Demand: Choose your personal eCourse on this or another desired topic, As a PDF download. Up to 30 lessons with each 4 learning task + final lesson. Please enter the title under "interests". Alternatively, we are happy to put together your course for you or offer you a personal regular eMailCourse including supervision and certificate - all further information!

19,99 Book now

Consultant packages: You want to increase your reach or address applicants as an employer? For these and other topics we offer special Consultant packages (overview) - For example, a personal phone call (price is per hour).

179,99 Book now

You want to comment here? Please the Debate Rules comply, contributions must be unlocked. Your eMailAddress remains secret. More information on the use of your data and how you can counter this can be found in our Privacy Policy.

  1. To follow debate on this post
  2. All debates follow

    Organize meetings efficiently: 7 + 1 golden rules for efficient meetings of ... via BERUFEBILDER - Highly recommended FdNTyu6aDV

  2. Thomas Eggert

    Organize meetings efficiently: 7 + 1 golden rules for efficient meetings of ... via BERUFEBILDER - Highly recommended OKJ0qXP3sJ

  3. Job college

    Organize meetings efficiently: 7 + 1 golden rules for efficient meetings by Michael Lorenz - Highly recommended l5ftkRLyPO

Post a Comment

Your email address will not be published. Required fields are marked with * .

Ja, I would like to be informed about the latest promotions and offers via Newsletter be informed.

I hereby accept the Debate Rules and the Privacy policy with the possibility to contradict the use of my data at any time.