It is not uncommon for a business or company to host long meetings regularly out of habit. Some do it monthly, others do it weekly, and in some terrible cases, some companies feel they have to have daily meetings. And while meetings are sometimes a necessary aspect of conducting business, doing it out of habit without intention and proper planning; might make it unproductive and inefficient.
We’ve all experienced workplace settings with managers and superiors who love to make meetings out of things that could have been emails or memos, and those with no set times and agenda. These are a waste of both time and money, and do not belong in any business that hopes to enjoy a modicum of success.
As such, we’ve arranged this article of tips, tricks, considerations, and pitfalls to avoid when organizing and thinking about business meetings. Read on for this information.
1. Only have a meeting when it’s worth it
Announcements that do not require the input of your staff and other colleagues do not have to turn into meetings. In fact, anything that can be turned into a memo or sent out in an email does not constitute the need for a meeting.
Only endeavors that need the ideas of your colleagues should become meetings, such as brainstorming sessions for your next big initiative and so on.
And one good way to know if the meeting is worth it is by calculating the cost of the meeting, by totalling up the salaries of the attendees in addition to other costs, such as food and drinks eaten during the session. If you feel this money would be better spent on other things, then forego the meeting.
2. Set clear objectives
Clear objectives help you have more productive discussions, especially if these are outlined in an agenda with set times for the different topics. This agenda should also be released a good time beforehand, as it can help attendees bring ideas to the table rather than having to generate those ideas on the spot.
It ensures that your employees are thinking about what needs to be done even before the day, speeding up the discussions and making the processes much more smooth.
3. Stick to the schedule
We mentioned earlier that there should be set times for various topics. For meetings to become more productive, you really do have to stick to these times—especially your end time. In fact, one person should be assigned to monitor the current time to make sure you all stay on track.
Doing this promotes efficiency and concise communication. That means that the information you get won’t be sugar coated or exaggerated.
4. Cut down on attendees
Having too many attendees in a meeting can make it feel overcrowded and overwhelming. Make sure to include only the people who are essential and involved in the decision-making. While having a lot of ideas and perspectives is a good thing, there’s a reason why there are only a few heads of departments. Trust in their expertise and let their ideas take precedence.
Having too many ideas boiling can bog down the agenda, and slow down discussions that could have been distilled into shorter time frames.
Whatever industry you might cater to, and whatever the size of your business, it is important to strive for efficient and effective communication and interaction. This can make the operations of your business run more smoothly, and make meetings much shorter and a lot less intolerable.
If you’re looking for a tool to help optimize your meetings, send us at Thena a message. We’ve devised all the best strategies to make sure you get the most out of your time.