Few things can zap your energy, break your concentration and disrupt your productivity like an unnecessary business meeting. While it's important for all organizations to hold meetings to keep employees informed and focused, it's imperative that these gatherings make efficient use of company time and resources. Find out how to streamline your business meetings with these 10 tips.
1. Know Your Objective
Before you even schedule a business meeting, have a clear objective in mind. Know exactly what you want to accomplish from the meeting so you can determine what preparation is needed.
2. Choose an Optimum Time
Schedule your meetings for an efficient time when employees are most focused. Opt for Tuesday, Wednesday and Thursday meetings, and avoid times directly before or after a weekend, holiday or break.
3. Consider the Participant List
Involving too many employees in a business meeting cuts back on the efficiency and drags out the agenda. Invite only those workers who can contribute to the objective or who stand to benefit from the information discussed.
4. Create an Agenda
Attach a meeting agenda outline to the email invitation you send. This allows all participants to review the agenda in advance and be prepared for its topics.
5. Adhere to the Timeframe
Make sure your meetings start and end on time. Plan sufficient time for each agenda item, and stick to this schedule as you move through topics.
6. Consider a Stand-Up Meeting
If meetings in your office tend to drag on, implement stand-up meetings. When employees sit, they get comfortable and may lose focus. Requiring your team to stand for a brief meeting ensures everyone is attentive and contributing efficiently.
7. Establish a Facilitator
Make sure your business meetings have a clear leader who keeps the group on track. While this person should not monopolize the entire conversation, he should ensure that the team adheres to the agenda and timeframes.
8. Keep Notes
As your meeting progresses, jot down key ideas, important decisions and to-do items that develop. Consider assigning a note taker before the meeting starts, or record the dialog for later transcription.
9. Follow Up as Necessary
After the meeting, be sure to act on the to-do list you created. This may require gathering additional information, sending a simple email or delegating additional responsibilities.
10. Incorporate an Open-Door Policy
To eliminate the need for frequent meetings or long discussions, institute office hours that allow your employees to step in for a few minutes. By making yourself available for individual workers to discuss job duties, express concerns, share ideas or ask for advice throughout the workday, you can reduce the time spent in team meetings.
When you learn how to streamline business meetings, you allow your employees to be more efficient and productive. Gathering employees together for useless meetings leaves workers feeling drained, distracts them from their duties and decreases workplace morale. Make sure business meetings are necessary, relevant and useful to keep your office humming happily.
Photo courtesy of David Castillo Dominici at FreeDigitalPhotos.net
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