More often than not when employees hear the word “meeting” they tend to roll their eyes, sigh or just frown. This is, for the most part, due to the length of most meetings and that some researchers say that meetings are the third major time waster in the world of work. 50 percent of working time is spent in meetings. This means that at least 25% of all working time is spent on meetings. The time allotted to meetings is often too long or the meeting to begin with can be summarized in a circulatory email. TO help you make your meetings more effective and save time here are 4 tips that can turn your meetings into prompt, energy building updaters.
- Is the meeting necessary?
Ask yourself before setting a meeting, is this meeting important enough that other staff members should stop what they are doing and spend time in a board room? If the answer is anything but an “absolutely yes” then this meeting should not happen. Meetings that could be dealt with a memo or an email tend to be over-long and frustrating. Employees, after all, are putting a pause on the mountain of work they have.
- Set the time and Agenda
If you have decided that your meeting is important enough to require physical presence for your staff. It’s important to set a meeting length and inform your attendees about what the meeting is about. When you announce the meeting make sure to tell them when the meeting ends and stick to it strictly. Attendees will not only prepare for your meeting they will know when it will end and get back to their tasks.
- Dullness isn’t on the attendance list
An effective meeting will have met its goal if everyone comes out refreshed and updated. Exhaustion is something you absolutely avoid, even if the meeting matter is data updates. Your meeting have to engage your audience. Meetings that aren’t inclusive of your audience end up being unproductive and a waste of time. Not to mention a dull affair.
- Be innovative in keeping things short and on schedule
Some companies connect their meeting rooms with roombots that control the digital devices of the room. When the meeting starts Wifi network is immediately shut off and when time is up so the lights go off. Others prefer to remove all chairs if the meeting starts to drag. If the meeting runs long, all chairs are removed and all attendees stand until the meeting ends. Why not time every persons speaking time and the person that exceeds that time has to sing or do 50 sit ups. The key here is to make things fun and the same time keep them short.