Meetings are a powerful tool that can increase the productivity of your workplace. However, many managers fail to organize efficient meetings.
If you are a business professional than you probably have experienced a poorly run meeting. After all, the United States holds 11 million formal business meetings per day and $37 billion is wasted in meetings per year. If you are a manager that is organizing meetings, it is important to know how to deliver meetings that benefit your company.
The following tips can help you create more effective meetings in the workplace:
Know the Objective of Your Meeting
A meeting must have a specific goal. Ask yourself these questions:
“What do I intend to accomplish?”
“Are you alerting people to a change in management or a shift in strategy?”
“Are you seeking input from others on a problem facing the company?”
“Are you looking to arrive at a decision on a particular matter?”
Before you arrive at the meeting, know your objective and present it clearly to your employees. If your objective is a status update, consider if it can be sent over email.
Create Written Agenda in Advance
A written agenda is a great method to prevent vague intentions. Provide the written agenda to employees a day in advance. It should include:
- Goal of Meeting
- Topics to be Discussed
- Materials/Documents that Could Give Employees a Better Idea of Meeting Background
Try putting your agenda in a template if you have weekly meetings. Templates can save hours in preparation time.
Stick to a Time Schedule
Time is money. Stick to a time schedule to ensure that you address each topic in a timely manner. Meetings can easily become careless, unfocused, and filled with “small talk” if you do not create a time schedule.
Your timeline should an outline of your agenda with the certain amount of time for each topic. Remember that you are paying your employees for their time so do not waste your own money.
Ban Technology
Engaging your employees will probably be one of the most difficult things to accomplish in your meetings. If people are bringing their smartphones or tablets into meetings then they will not be focused on you. They could be checking their emails, sending texts, and even on Facebook. Eliminate the technology to eliminate the distractions.
Start on Time, End on Time
Time is limited. Your employees will appreciate if you can respect their schedule. Make sure to start and end meetings on time. This way, people will be more respectful of your meetings and make more of an effort to attend.
Tip: Do not schedule meetings longer than an hour. Sixty minutes is generally as long as people can stay engaged on a topic.
Make sure that you are running efficient meetings. Your employees will appreciate it, and you can increase the productivity that a great company requires.
