Conducting Effective Meetings
What Makes a Meeting Successful?
Unproductive meetings are the worst thing for professionals. It’s frustrating to feel trapped in a small space as your inbox builds up and your mind races with all the things you could have done. Meetings are important, but they can be less productive than they should be. There are many strategies that you can use to make sure your meetings are productive, informative, and timely for all involved.
More than half of business leaders think that meetings are too often, poorly managed and occur at the wrong times. The use of business communication technology allows people to communicate as a group without affecting productivity. One-on-one meetings can be more efficient in overcoming obstacles and communicating important information.
Meetings can be very effective if everyone has a clear purpose and enjoys the social aspect of solving problems with others. However, too many meetings can result in lower employee productivity and frustration which can affect job satisfaction.
How to create a productive meeting environment
Start on Time
People will begin to believe that if you start a meeting more than 10 minutes late, it is a common occurrence. They will not make the effort to arrive on time. You must always adhere to the time and start times you have set. People will see that you value their time and appreciate that.
Keep to the plan
It’s easy to get off-topic once, but it can often lead to a downward spiral. You should bring a printed agenda to every meeting and try to adhere to it. A meeting that is organised will be more productive. Before the meeting begins, ensure that you have all of the necessary reading materials on your computer. Sometimes, this means that you need to arrive 10 or 15 minutes earlier in order to prepare.
Take into consideration the time of your attendees
If your meeting is expected to last more than an hour, schedule breaks for attendees so they can use the bathroom and check their email. Failure to do this will result in attendees being distracted and concerned that they are not connected for enough time, which can lead to missed information.
Try to avoid saying things that might offend others at the meeting. It is inappropriate to discuss personal issues in a meeting. You should not bring up personal issues with coworkers if you are having a problem with someone. Instead, schedule a one-on-1 meeting.
Keep it short and sweet
We all have busy lives and would prefer to not spend half our workday in meetings. You can have a productive meeting by keeping it organised and to the point. This will allow you to discuss important points while still leaving plenty of time to work.
Keep it simple
Keep meetings to a maximum of 10 people. The more people you invite, the more spectators it becomes. Meetings are meant to allow everyone to voice their concerns and ask questions. Meetings that are too large are often attended by many people.
Do not read from a screen
It’s not a good idea to read directly from a presentation if you don’t want everyone to fall asleep. While visuals can be a great way for attendees to stay on track and organised, they can also bore them half to death. Use more images and less text.
Encourage everyone to participate
Sometimes, there is one person in a group that dominates the meeting. It doesn’t matter how valuable they are. Asking everyone to share their ideas and thoughts allows them to feel comfortable speaking up.
Pick a relaxing area
You should ensure that everyone feels at ease wherever you are holding a meeting. It is awkward to have people sit while others stand.
Always follow up
This is an important step many people neglect. Make a list of all the points made during the meeting. Give each person a copy. This will help people understand what they should do now that the meeting is over.
Here’s a reminder:
There should be no interruptions or distractions. Participants are often offended when someone uses a computer or phones during meetings. It can be difficult to eradicate this because we depend on our devices to take notes and participate in the discussion. It might be better to ask attendees not to use their devices for anything other than the task at hand. So set the rules before you start.
For more advice and training contact our team to learn more about holding effective meetings.