Whether it’s staff development, quarterly reporting, status updates, or something else altogether; it’s a fact that meetings are a big part of the business world. No matter what industry you’re in, sooner or later you’ll find yourself in a meeting.
Meetings present an important opportunity for businesses process improvement. They can be used to reinforce key areas of focus, review past activities, and look forward to the future. Yes, there’s no question that team meetings are important.
However, the most important part of the meeting may not be the one you think.
Keys to an Effective Meeting
Some companies fall into the trap of having meetings simply for the sake of having them, or for the worst reason in all of business: “because we’ve always done it this way.” There is an art to running an effective meeting. Here are a few quick tips to keep in mind:
•Have a Plan. Always schedule meetings in advance and have an outline of what is going to be covered. Assign a set length of time to each topic and try to keep on schedule as much as possible.
•Do Not Hold a Meeting to Share New Information. In 2017, there is no need to interrupt your entire team’s work day to discuss the new policy for storing their lunch in the office refrigerator. Even simple changes to a standard procedure can be summed up in an email.
•Don’t Draw a Crowd. Believe it or not, meeting productivity decreases as the number of attendees increases. Only invite the individuals who need to be there.
•Start and End On Time. The meeting starts when it starts and it ends when it ends. Do not wait on latecomers and do not go too long if you haven’t covered everything on the agenda.
•Elicit Feedback. Believe it or not, many employees feel that time spent in meetings is time wasted. Make it a point to speak with employees one-on-one at a later date. Ask for their opinion of how your meetings are being run and what, if anything, could make them even better.
•Limit The Agenda. Whether you meet once a week or once a year, there’s no prize for cramming as much into one meeting as possible. Limit your agenda to between 3-5 items. Any more than that and you risk overwhelming the group with too much to think about.
The last point brings us to the end of the meeting. But wait, what about the most important part? Did we skip over it? Hardly. In fact, we’re just getting to the most important, yet often overlooked part of your workplace meeting.
The end of it.
After The Meeting
A meeting is only effective if it leads to positive action. However, many employees are eager to leave a meeting or re-focus their attention to other tasks that sometimes what gets covered in a meeting may get lost.
Thankfully, there’s Micromanager. With Micromanager, the built-in Dictaphone features allows employees and managers to quickly record notes and set follow-up action reminders. This ensures that what gets covered in the meeting stays in your phone, and most importantly; on your mind.
Meetings are an important part of business process improvement. Micromanager helps keep teams productive so that time spent in meetings is never time wasted.