Often meetings are found to be less than enjoyable, and less than organized. When meetings aren’t run effectively few people want to be there, wasting their own time when they could be doing anything else.
Work meetings are a necessity and won’t be removed anytime soon, so here are some tips to create a better meeting. Don’t get discouraged if any of these tips of don’t work for you, every company and company need is different depending. Experimenting may have to occur before you find a successful way to hold more efficient meetings.
1. Is it necessary? Does the topic at hand really need a meeting, or instead will an e-mail or conference call do justification? Keep in mind you’re using the time of everyone who will be attending.
2. Who needs to be there? Only require people that truly need to be there to attend. The less people in the meeting the less ideas being shared, and therefore the shorter the meeting is in the end.
3. Create an organized itinerary. Make a document that you will distribute to each attendant of the meeting, and stick to the script. Before the meeting begins be sure everyone knows what the topic of the meeting is, how long the expected meeting will be, and not to switch topics throughout.
4. Timing is key. Make the meeting at a reasonable time, where nothing too big is happening in the company. You want to be sure that everyone that needs to be at the meeting can attend.
5. Start with the most important stuff. Whether we admit it or not, meetings can grow incredibly boring. So grab the attention of the audience right off the bat. While they’re still there and not before they mentally excuse themselves.
6. Listen to what others say. As the one running the meeting you need to pay attention to what others are saying. Most of the time it will be important and possibly even helpful to the company. But at the same time, prevent any off topic areas to occur or extensive babbling.
7. Ban food. Food isn’t only a distraction to whoever is eating, but to everyone surrounding them. It may cause others to grow hungry, or annoyed with the sounds coming from the person eating, bag, etc.
8. Ban electronics. Before the meeting begins be clear that everyone needs to have all electronic devices shut down completely and that they are not to be brought out until the meeting is over. This is another prevention of distraction.
9. Move about the room. When speaking it is important to keep the attention of the group, and by moving about they will be forced to follow you with their eyes which helps to keep them from dazing off afar.
10. Summarize. Before the meeting ends be sure to summarize the main topics covered by the meeting, and to throw out a reminder of anything you have asked your staff to do following the meeting.
By following these steps your company meetings can be more efficient and a little less dreaded by employees!