Making your work meetings productive is important to the efficiency and productivity of your business team. Meetings are imperative, not only to keep track of how your business is progressing, but your staff, too. If your meetings are unnecessary, unplanned or unfocused, you might as well not waste your time arranging them.
It might not seem of much importance, but organising your meetings appropriately can greatly increase the productivity of your team.
Here’s a few pointers to help you structure your meetings to achieve the best results.
1. Include the right people.
There’s no use pulling someone away from their work to attend a meeting that doesn’t necessarily apply to them and there’s also no point inviting too many people. Include the essential members of the company who can pass on the important points to other team members.
2. Organise a meeting at the same time every day/week.
If you set up routine meetings, those invited are far less likely to forget. They can pencil meetings in well in advance and ensure they are always prepared.
3. Prepare notes to discuss.
Even if the meeting is short, there will always be topics to bring up, even if it’s something minor. Communication is key and keeping everyone informed will help your business productivity.
4. Have a meeting agenda and stick to it.
Don’t jump from one topic to the next. Focus on one thing at a time and ensure problems and solutions are explored fully before moving on.
5. Allow everyone to have their say, but not all at once.
If you have to go around the room one person at a time, or if you have to have a pen or paperweight or another object in hand, only one person should be speaking at a time. Nothing is achieved when everyone is trying to shout louder than someone else.
6. Always keep notes with a name beside the action.
Everyone should be clear who is responsible for what. When it comes to the next meeting, revisit your notes and tick off anything that’s been completed or highlight anything that is ongoing. Remember, deadlines are important so mapping out a time frame is a good idea, too.
7. As a director, manager or individual in any other position of responsibility, don’t single out staff members you’re unhappy with in a room full of people.
Wait until you can speak to them privately on the matter. Embarrassing them publicly will neither gain you any respect nor help your staff to improve.
8. Mix up the locations.
You don’t have to always be in a formal setting for your meetings, especially if you’re in a creative environment. Meetings can go ahead over breakfast and lunch, or they can be held in boardrooms and conference rooms, but a change is as good as a rest, they say and the same environment isn’t always necessary.
UrbanWorkSpace has some great meeting spaces available to rent by hour, day or week.