We have all been in the meetings where we wonder when it is going to end. Task upon task gets added to our lists to help make us more “productive,” but do they really help us? Do these meetings actually help boost our bottom line? Or are they simply a distraction, preventing us from completing more important tasks? For the person leading these meetings, there are a few tips that can help you make these meetings more meaningful for your team member, which will ultimately contribute to employee satisfaction and the organizations bottom line.
1. It is ok to cut the meeting short – Don’t feel like you have to use all of the time you’ve scheduled for the meeting. If you don’t have to cover, don’t feel compelled to repeat yourself to fill the time. Also, make sure that the topics that you discuss during the meeting pertain to the majority of the people in the room. If they don’t, either cut down agenda or cut down your guest list.
2. Including the whole office is unnecessary – Intentionally not inviting people to meeting that don’t affect them is perfectly okay. Having too many people in attendance will eventually lead to an overly long meeting, which is neither very cost effective nor a good use of those individuals’ time.
3. Don’t let your meetings run longer than an hour– They say, “Time is money,” so make sure you are getting the most from your meetings. Most people can’t stay focused for more than an hour at a time. If your meeting demands a longer time frame, provide interactive ways to get the attendees involved.
4. Don’t let PowerPoint ruin the discussion– One of the most powerful aspects of meeting with your team is the meeting engagement and discussion that will ensue, provoking new ideas and new ways to accomplish your work. But using too many visuals can derail the conversations providing a distraction rather than a source of information. It order to get the ideas flowing ahead of time, it might be a good idea to let the attendees see the presentation prior to the meeting so that they can be better prepared to participate.
5. Meetings should be purposeful not habitual– Regularly scheduled meetings may not be the most beneficial use of anyone’s time. If you’re struggling to put together an agenda for your next meeting, it may be time to reassess its regularity.
Meetings are necessary. They’re important, and having them fairly regularly ensures that the members of an organization are on the same page. But make an effort to lead meetings that are truly productive. Not only will these meetings improve the efficiency (and mood!) and increase productivity of your team members, they will help increase your bottom line.