Meetings have long been part and parcel of working in an organization of any size but how is it that we have so much technology at our disposal and meetings of such regularity, yet many of us still find ourselves disillusioned every time we are invited to one. So the question posed is how are we able to put life back into meetings, to make them productive and something employees maybe even look forward to?
We can start by looking at the structure of an organization. This defines how tasks are allocated, coordinated and supervised, with regards to the aim of the organization. Dependent on the structure and their purpose, we can consider six general types of meetings:
Status Update Meetings – The most common meeting type. Problem solving, task allocation, decision making
Information Sharing Meetings – Presentations, lectures, with the goal for the speaker to distribute information to attendees
Decision Making Meetings – Can include decision-making processes such as brainstorming ideas and solutions, voting and evaluating options
Innovation Meetings – Meetings where thinking outside of the box is valued. A broad scope of ideas are then reduced to a short list
Problem Solving Meetings – Most complex meeting type. Identify opportunities and threats and come up with solutions
Team Building Meetings – Purpose is to encourage unity in participants and strengthen relationships
Looking at meetings as a whole, regardless of their type they have many things in common. Issues are discussed; communication looks to be improved and matters are on the agenda to be solved. Many complaints about meetings are that they run for too long, or some people find them irrelevant to their work directly. These problems can be resolved through a variety of methods.
Have an agenda
For longer meetings having an agenda will help you stay focused on the topic at hand. Try taking short breaks so participants feel refreshed and are not overloaded with information.
Show Up and begin on time
Many people’s pet peeve is when meetings don’t start on time. Embed a culture of punctuality into your organization and show respect to others. Arrive a few minutes before the meeting is due to start so you can start on time.
Don’t multitask
We understand that some things just can’t wait, but what is the point of attending a meeting if you are not giving your undivided attention. Put your phone away and on silent and resist the temptation to check it while the meeting is running.
So how can we put life back into meetings? Follow the suggestions above, and also consider implementing a conference room display. One such option is made by Pronestor. With this you can see the meeting room schedule, its attendees and its purpose, all from a display system outside the room, in the reception and even on your mobile phone.
If everyone is clear about the purpose of the meeting it will surely be more productive. Also, not deviating from the topic as well as allowing everyone’s opinions to be heard will make the participants feel valued and the mood of the meeting will certainly be improved.
