Many employees consider work meetings as a waste of time. They go to them just because they have to, not to actually speak what’s on their minds or to learn something new. Typical work meeting lasts only for 10 or 15 minutes and in this time nothing important can be discussed. This kind of meetings […]
Many employees consider work meetings as a waste of time. They go to them just because they have to, not to actually speak what’s on their minds or to learn something new. Typical work meeting lasts only for 10 or 15 minutes and in this time nothing important can be discussed. This kind of meetings really are not too effective, but actually, work meetings can be very useful, but only if they are planned and ran successfully. Here are some useful tips for running the most effective work meetings.
First of all, every work meeting must have an objective. There is no need to run a meeting just because there haven’t been any meetings for a while. Meeting must have specific, defined purpose. Think of what you want to achieve with this meeting, what topics you will discuss and why that is even needed. If the one who runs the meeting doesn’t have any clear vision of it, nobody else will either.
Think of who should be invited. There is no need to invite everyone who works at the company. More people only will make the meeting more chaotic, unorganized and awkward. So make a participant list, based on the objective of meeting. For example, if you want to solve a problem, invite those people who might be useful sources of information for a solution. If you’re announcing any change, invite those people who are affected by the announcement. Then the participants of the meeting will feel that they really must be there and that the meeting is related to them as well.
Make a plan and schedule. The most typical mistakes for meetings is wrong or no schedule. Like it was mentioned above, people just come, maybe talk about one theme for few minutes and go away. That is just inefficient waste of time, because no objectives can be reached this way. If there is a schedule which consists of certain topics and smaller aims, the meeting will be a lot more organized, transparent and effective.
Record the processes of the meetings. That will make it possible to clearly see what the company and the participants have achieved during the meeting also after a while. There should be some notes taken to avoid situation when the meeting have a progress, but everyone forgets it and next time stars everything over. This will also help to achieve the objective, because there will be a need to write down if the objective was or was not reached and how or why?
Ban usage of technical devices. That doesn’t mean banning the computers for presentations, but the participants of the meeting shouldn’t use their phones, computers or other devices during the meetings. It is quite common problem nowadays, because people better choose to play some games or surf in the internet, not listen and go into the problems that are being discussed.
As you see, it is possible to run a very successful an effective meeting if only there are some preparation works dome and some conditions taken into a consideration. Meetings really are useful for the work of any company, but only if they are ran corectely.