Meetings are an unavoidable part of doing business, and many of us have to attend them every day.
While meetings can be important for moving projects forward and sharing ideas, they often are unproductive and unnecessary events that just waste time and occur too frequently.
In this article, we will introduce five tips to improve meetings by making them more productive and meaningful.
Share information beforehand
Proper preparation is an important key to the success of a meeting. Share the necessary information in advance so that everyone can be ready to go when the meeting starts. Don’t waste time by explaining something everyone could have read or considered before. With planning and preparation, the group can move forward much more quickly and efficiently.
Reduce travel time
When out of the office, it’s often a waste of time to return to the company only for a meeting within the department and then go out again. Try using video conferencing or participating by telephone. By utilizing a unified service such as BroadSoft UC-One, you can dramatically save one of your most valuable resources: time.
Present a clear purpose to the right people
Make it crystal clear why the meeting is important. This helps everyone focus their energies and thinking. At the same time, make sure you have invited the correct people to meeting, the ones who really need to be there. There’s nothing worse than being in a meeting where you aren’t necessary.
Create an interactive meeting
When all the key players are gathered together, both in person or digitally, make sure that everyone can freely participate and share their input, experience and knowledge. Building an environment where everyone can easily contribute and constructing a framework for constructive discussion is an important step to realizing productive meetings.
Stay focused on the agenda
Sometimes a meeting takes a long time to discuss many issues. That’s life. However, in many cases, meetings are longer than necessary because they drift away from the task at hand. It is important to have a clear agenda and follow it closely in order to complete the goals of the meeting effectively and efficiently.
Increasing the quality of meetings not only improves employee productivity but also leads to improvement in motivation. Incorporate these points introduced above in your next meeting, and you are sure to see positive results!
Please feel free to contact us for more information!