Meetings are very important but the biggest problem is that most meetings are barely focused. This is the reason why we fail to make most of that time spent in the conference room.
It is vital that you prepare for a meeting, come up with an agenda, and then go for it instead of trying to be spontaneous and wasting time all together. The secret is that conducting worthwhile meetings is easy.
Focus is the key. Here are tips on how to achieve that:
Your meetings should be structured. The HR should start with all the critical information, then move on to employees and related achievements or feedback, and then probably talk about finances and other important aspects of the business. When everyone present at the meeting knows of the structure, there will be much less wastage of time.
It is not necessary to hold meetings once every week. Sometimes you may not have enough to discuss and a meeting will only waste everyone’s time. Once in two weeks is good enough for many businesses. You should assess your business needs before setting up the frequency because, may be, a meeting once a month is the right frequency for you.
Of course, holding meetings regularly is very important but that doesn’t mean you conduct them when there are no updates. For some business, once a month is ideal while for some others, once in two weeks works just fine.
You should be as transparent as possible in that your employees and teammates know what’s happening. They should ideally be aware of the important matters in business so that they feel involved. Some CEOs don’t really like doing this but experts have always advised transparency.
Lastly, it is a great idea to let your HR or someone else take care of smaller tasks and stuff such as birthdays and special occasions so that you are free to focus on the business and its important goals. While concentrating on work or while supervising everyone, you may carry a notepad to jot down everything that you’d like to discuss in the upcoming meeting. That will ensure that don’t forget anything.
Take small things off your shoulders and stay structured, and you’ll be surprised at how focused you can actually be.
Most meetings end up being a waste of time because of lack of focus. Avoid that by structuring your meetings, being transparent, and outsourcing the smaller tasks so that you personally do not have too much burden to bear.