Meetings are a necessary part of doing business, but depending on how they’re run they can either be an effective tool as part of your overall strategy, or a colossal waste of time. Make the most of your meetings by implementing the following tips, used by successful companies around the world.
Plan ahead. Invest your time wisely by formulating an agenda before your meeting. Use this valuable tool to direct the flow, and make sure the meeting stays on track. After each item has been discussed identify who is responsible for any required action.
Start at the top. A common practice among facilitators is to start a meeting with more trivial items in order to gain momentum among participants and allow latecomers to arrive without missing anything substantial. A more effective strategy, however, is to begin your meeting with the most important agenda items while minds are fresh and focused, and encouraging those who are perpetually late to arrive on time.
Be prepared. Give attendees time to prepare and gather data or materials, by distributing the agenda ahead of time.
Follow up. Assign a team member to take minutes during the meeting and send them out to relevant parties within 24 hours. This recap may help to clarify actionable items or topics for some while providing valuable information to those who were unable to attend.
Get moving. Encourage participants to stand, or trade places at any point during the meeting. Movement and change are stimulating and will help keep everyone focused and alert, and more likely to contribute.
Keep it small. It’s not necessary to invite every member of your staff to every meeting. Limit numbers to relevant team members to enhance productivity and efficiency, and for meetings that are purely informational make attendance optional.
Watch the clock. Choose your schedule wisely, avoiding times when employees may be tired or distracted such as Monday morning or late Friday afternoon. Try setting up before lunch when employees will be motivated to wrap up on time, or on the quarter or half hour which encourages attendees to arrive on time.
Collaboration is at an all time high thanks to enhancements in connectivity through a variety of technological means. However, effective communication is the key to growing your business; and whether you’re meeting in person or across the miles follow these steps to maximize productivity and efficiency.
