Meetings are fruitful if you have the right people in them. That’s why the following people must be present in the office space for face-to-face meetings to ensure time efficiency and productivity.
This person talks with every member of the team before the meeting starts. They introduce the topics and contexts of discussions. Once the session begins, they guide the conversation and ensure everyone has enough time to discuss their thoughts. They’re basically in charge of steering everyone into a productive meeting.
Note-takers jot down the key decisions, action items, insights and results of various tests, if any. Their role is important, whether in face-to-face or virtual office meetings. They compile the minutes of the meeting and ensure the details are concise and accurate before sharing them with the rest of the team.
Timekeepers have a stopwatch and speak up when an individual’s speaking time has expired. They also announce the time allotted for discussing various topics and make sure the meeting ends on schedule.
This person is responsible for reading the room. They listen to conversations and watch everyone’s tone. They can politely interrupt a speaker to give way to someone who hasn’t spoken yet. They also raise concerns about various topics the group has yet to discuss.
The decision maker confirms and states the group’s decision for documentation purposes. The note-taker will write down what has been decided.
A promise tracker lists all the promises made during the meeting to ensure everyone accomplishes their tasks.
The Voice of the Customer
This person always considers issues from the customer’s perspective. They raise customers’ possible concerns to ensure the decisions or solutions meet their needs.
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