Business meetings, when not planned and thought out properly, can end up wasting everyone’s time in a big way. Are your business meetings the same?
Meetings can be face-to-face, over chat, or in the conference rooms but there is no denying that most meetings in numerous different companies waste time. They are not helpful or productive in any way and many hours go down the drain per week. However, there are ways to change that. Meetings are generally conducted to achieve efficiency and productivity.
Here are ways to help you ensure exactly that:
Think about the Outcome
What is the reason behind calling the business meeting? Why are you conducting it in the first place? These are the questions you should ask yourself. You should be clear about the outcome that you are expecting from the business meeting. Sometimes you don’t even need to conduct a meeting. The job can be done through a timely email or phone call or through a quick talk with the concerned person.
Be smart and be quick to avoid unwanted hassle.
What is the Agenda?
Once you know why you are conducting the meeting you should focus on coming up with the agenda. When your agenda is clear, it will fuel the meeting, and ensure its success. The agenda will make everything about the meeting clear including expectations, topics to discuss, issues to tackle, and objectives.
Send the agenda to everyone you invite for the meeting so that they have the time to go through and start preparing for it. You will also be able to prepare at the same time.
An agenda increases focus.
The participants in the meeting should be those who can help with the meeting. They should preferably have a role to play and help you gather information required to make the meeting a success. Identifying key participants will actually be easier when you have an agenda.
Don’t start the meeting late and end it late – that is highly unprofessional and the most common means of wasting time. Instead, start it on the said time, concentrate on the issues, and finish it on time. Distractions and disturbances such as checking the connection, searching for folders and files on your tablet or laptop, checking the equipment, etc.
must be avoided. You should take care of all these before the meeting begins.
End it Once the Agenda is Covered
Don’t drag the meeting for a long time with a new issue or a new topic once you are done with the main topic. Finish it off as soon as you cover the agenda. Getting carried away is easy, which is why you should be highly disciplined when the time for closing comes.
Gather feedback if required but don’t change the topic.
Business meetings need to be productive but they are not usually productive. To make them efficient and productive you have to have a clear agenda and a key participant list. Alongside, you should call meetings only when necessary and ensure that there are no distractions or time wasting disturbances throughout.