Meetings are crucial for all companies as it leads to information sharing among coworkers, creation of roadmaps for specific actions, review of the past activities and comparisons between the expected results with the actual ones.
Shockingly, however, nearly 70% of corporate meetings have been found out to be unproductive due to no clear agendas, ineffective communication, unclear responsibilities and unenthusiastic behaviors towards meetings.
To make business meeting more effective, one has to:
Know the schedules and behaviors of employees: Conducting a meeting requires allotting a portion of your time from your employees’ working hours and, more often than not, it breaks the momentum of employees work rhythm thereby manifesting in a declined productivity. Before holding a meet, you are required to take the workloads of all employees for the week into account so that you can get to the point straightaway in the meeting and save your time as well as of your employees.
Communicate through visuals: Regardless of the meeting time, always use visuals, images, pictographs, infographics, diagrams, charts, piegraphs, to graphically represent the concepts and ideas that you and the team has presented. You can also prepare for the meeting much before the presentation starts and note down some points in the meeting. Take the help of diagrams to spot problems and the factors behind their causes so that you can have some appropriate solutions as well. You can use diagrams such as flowcharts, Gantt charts, SWOT analyses, to name just a few.
Delegate Responsibilities: Learn from the market leaders such as Apple and Google to pull off productive and effective meetings. They manage to do it as they have assigned their employees (who are attending the meeting, of course) with a responsibility. When employees report on the assigned responsibilities it indicates that they have provided some value to the meeting. This also means that the time spent in the meeting wasn’t wasted and each and every minute of the meeting was worth your attention and presence.
Cut down on the meeting time: Instead of making it a two-hour meeting every three days, make it a 15-minute meet daily … cut down the time spent on meeting and look out to increase the scope of communication on a daily basis. When you cut down the time allotted to a meeting, you are channelizing the time to be productive in your work.
Ask yourself whether the meeting is absolutely necessary: If you think you can convey your message by simply sending an email or sharing information via some other medium then don’t think of conducting a meeting for the same communication.
Value Culture: Before scheduling a meeting, ensure that your company has a culture of valuing and respecting meetings. When you have scheduled a meeting, make sure that you have set the agenda for that and communicate your employees to arrive on time and be prepared. Arrive at the meeting before time so that others get the message that the meeting is crucial.
Set the agenda for the meeting: Set out the agenda for the meeting so that the employees can better prepare for it.
To make meetings more effective, a company need to set the agenda for the meeting, know the schedules and behaviors of employees, communicate through visuals, delegate responsibilities, cut down on the meeting time and question whether the meeting is absolutely necessary.