Meetings are an important part of day to day work in corporate organizations. A lot of valuable time is spent in meetings or discussions, so it is extrremely important that the meeting time is utilized carefully. Meetings are all about communication, not only the speaking and listening skills, but all the eight elements of communication model play a vital role in conducting productive meetings. So first let us understand these eight basic components of a communication model:





Source/ Sender

Message

Communication Channel

Receiver

Feedback

Environment

Context

Interruptions/ Interference









Now, having understood the above, let us look at some of the key points which will make sure that you get most out of the meetings by being focused and attentive:









Don't be preoccupied





There is a possibility that you may be preoccupied with certain thoughts when you move from one meeting to other, especially when you have back to back meetings. Hence, try to avoid back to back meetings, take a break and gather your thoughts before you move from one meeting to another. Before you join the meeting spend some time to understand the meeting agenda in detail and also have a look at the profile of meeting participants. This will ensure that you are well informed in advance and hence productive during the course of the meeting.





Be prepared to listen

If you attending the meeting over phone make sure that you are not distracted by other discussions around you. Try to find a room where you can get audio privacy.

You may be a good speaker yourself but in order to take a discussion to a logical conclusion you need to be a good listener too. Be prepared to listen to what others have to say.

DO NOT interrupt when someone is speaking. Make your point but only when the other person has completed speaking. Dont jump the guns and assume based on half baked information.





Be organized

Always carry a notepad and a pen to write/ note the key highlights and action items discussed in the meeting. Asking for a notepad or a pen are not very professional habits.

If you have the habit of noting down the points in your tablet or laptop then ensure that you dont get distracted by emails popping up in your inbox or other important tasks diverting your attention.

If you are in a room where there is a large group of people attending the meeting on phone then make sure you are within the audible distance of the phone. You should also ensure that you move near the phone when you speak so that you are audible to the people on the other side of the phone.

Speak with a speed that is good enough for the people of understand the meaning of what you are saying. Dont be in a hurry and dont rush through your statements.





Identify and avoid the distractions

DO NOT whatsapp while you are in a meeting. You get singled out if you keep browsing on your phone when others are engrossed in a discussion.

DO NOT chat over IM(instant messaging service) on your computer while you are attending a meeting. Best way to keep your focus in a meeting is to logout from the IM messaging as soon as you join a meeting.

DO NOT daydream, it may so happen that sometime one of the point being discussed in the meeting may divert your thought process and you may start thinking in a tangent. Avoid such daydreaming and stay honest to the agenda and context of the meeting.





How to be awake?