Time. There never seems to be enough of it, does it? This reason alone is the driving force behind almost every other start-up, and every business knows the importance of using it wisely. Meetings can take up much of the workday, so it is imperative they run as smoothly and efficiently as possible. This article will look into various ways in which a company and their employees can easily make meetings as manageable as possible. After all, the value comes from the meeting, but this needs to be organised well in order to make this achievable. While business meetings can be known for being boring and unorganised, it doesn’t have to be like this.
Set Objectives
While this may seem obvious, it is surprising how many meetings take place without a clear agenda. By setting the meeting agenda as far in advance as possible, there should be no confusion as to the purpose of the meeting and what you are aiming to get from it. It may be useful to create a virtual document or spreadsheet beforehand where attendees and objectives can be discussed prior to the meeting, that way only the most important points are considered during the actual meeting.
Presentation Timing
An allotted time should be given to each speaker as well as time for questions and answers. Establish beforehand a rule that speakers will be cut off when they have surpassed their time limit, so as not to seem rude when the situation occurs. This should help avoid the domino effect of one speaker going over their time and affecting everyone else following. By also giving participants ample time for preparation before the meetings, they will able to produce their best work, and be able to prepare to present within the time constraints.
Utilise Technology
Consider implementing an enterprise system that streamlines the meetings process. Conference room scheduling software can help book meeting rooms and spaces more efficiently. Integration with popular applications such as Microsoft Outlook enables meetings to be organised with minimal effort and maximum convenience. There is almost no longer a need to communicate with each participant individually, as everyone’s schedule is visible at the touch of button.
Control The Size
Meetings can get out of control if there are too many attendees and not have enough opinions of there too few. Getting the balance right is essential. Only have those present who are really needed, and this can be easily organised using software designed for meetings.
In summary, if you are able to consider and integrate these simple tips when planning meetings, you will no doubt find them more productive, leaving you more time to focus on actually applying what was discussed in them. Whilst making these changes individually will make slight improvements, if all are implemented together, the positive results will be more visible, faster.