Meetings in the general opinion are considered to be boring and also a waste of time. Who likes it when one person goes on rambling about something not even concerning every individual right? It is common for those attending the meeting to lose their attention span very soon! But when addressed with the right issue to the right people, a very short meeting can also be highly effective!
Here are a few tips to help you conduct more effective meetings!
Make an Agenda
Having a clear agenda for your meetings will help not only you but those attending the meeting too. When everyone knows what is going to be discussed, they can come prepared and it will also make the time more productive. An Agenda saves you from deviating from the topics to be discussed.
Choose a Leader for the meeting
Choosing an individual to lead meetings can make a difference. There maybe someone with knowledge on the issue to be addressed. Make them the leader and you will find that people attending the meeting will be interested to know what that person has to say!
Choose the right people for the meeting
Try to gather only those who are really required for the meetings to avoid any chaos. Assembling a large crowd for meetings will only waste everyone’s time. Call small groups to discuss specific issues pertaining to them. Based on the purpose of the meeting, pick only the ones who need to contribute to the meeting.
Pick different venues for the meetings
Everyone loves a change, right? So do people attending meetings! Meet them at a café or a lounge so you can have a more relaxed environment. This will definitely increase the productivity. When you need a formal set up for the meeting to happen, then go ahead with your conference rooms!
Set a time duration for the meeting and stick to it
When you make the agenda for the meeting, also specify how long you estimate the meeting to happen. Everyone is busy and time is precious! Meetings are always known to be dragging forever. So if you set a time, you will be compelled to stick to it! Also, keep in mind the attention span of individuals and hold shorter meetings!
Avoid using mobiles
Meetings are called for only because it needs individuals interacting with each other. In that case, use of mobile phones can be avoided because it will increase the attention and focus of everyone attending the meeting. Mobile phones can lead to passive involvement by individuals and ultimately the meeting will not be productive.
Recap at the close of the meeting
When you fix the time duration for the meeting, you are aware of how much time you still have. Almost at the end, summarise everything that was discussed so that everyone is clear with what needs to be done by whom. It also helps you to clarify any confusion brought it during the meeting.
These are some steps that you may already be following. If not, try it out and see the difference! If there’s anything more that has helped you make effective meetings, we’d love to hear it from you! Share your thoughts ☺