As with all your endeavors a clear objectives list is mandatory when aiming to achieve the most favorable outcome.
When it comes to meetings, your objectives need to be based on two levels. The professional as well as the personal. We tend to forget that we deal with people, who have emotional and personality needs. Try not to take away the human experience but rather use it to enhance your relations.
Invest in rapport
Rapport by definition is the flow of conversation back and forth between two individuals.
The first couple of minutes in any meeting should be personal. Getting the participants engaged is essential and a high determinant of how the rest of the meeting will pan out.
"People who are like each other tend to like each other". Finding common interests is a great tool. Asking about their work and their feelings towards current events.
Establish agreeability
Before starting your meeting, establish some common grounds. Any topic or questions where all parties will agree to.
Studies have shown that when a person answers "yes" to three consecutive questions. They are likely to become 80 percent more agreeable with any subject matters that follow.
Outline the most crucial goals of the meeting
By allowing all parties to participate in the objectives of the meeting, conversation is most likely to be geared towards the highlighted goals. You will find that all points will revolve around the discussed plan bringing about a fruitful and efficient meeting.
These points must be related to both parties interests.
Take on both roles
When raising any points, be sure to consider and argue on behalf of all parties present. Phrases such as "I am sure you agree" and "In consideration to your needs" will go a long way.
Being dismissive of any parties needs will sprout an argumentative and uncooperative approach by the parties involved.
Recap all major points discussed
Any decisions taken during the meeting must be recapped. Verbally at first then sending a minutes of meeting with the highlighted discussed points (this may be as simple as a recap email)
This ensures that there is no conflict on all points agreed upon, while clarifying communication for the future where the meeting will be used as a reference point.
End on a positive note
Ensure that everyone leaves happier than when they walked in. Whether due to a mutual understanding where both parties will benefit, or a promise for revision and future cooperation. It is as simple as making all parties feel heard, valued, appreciated and understood.
By Hassan Al-Mousawi