A business meeting isn’t a new concept. Meetings have been an essential part of organizations for years. But many employees today think they are a waste of time. According to a survey published by Clarizen and Harris Poll, meetings are a productivity-killing waste of time. In fact, almost 50 percent of respondents indicated they would rather do something unpleasant than sit through another meeting of status updates.
It’s crucial to conduct meetings efficiently to save time and money. Here are a few tips to do so:
What’s the purpose of the meeting? What do you seek to achieve? Make sure to come up with a specific, defined agency before inviting your team.
Also remember to inform your team about the meeting agenda and schedule via email. This way, they will come prepared.
Setting the example is one of the most common things you hear as a leader and it should be, In the business world, time is money and if the meeting is started on time it is costing your business money.
Consider the salaries of those attending and then multiply that times the minutes that the meeting gets started late. So, if you usually don't show up on time, arrive 10 minutes early, It is critical that you start the business meeting on time.
Finally, there are on set in stone rules that meetings have to last a certain amount of time.
Having an agenda is key to a successful business meeting. As we already stated, meetings cost a significant amount of money based on the salaries that are being paid. Therefore, plan the entire meeting.
It is equally important that your audience gets the agenda in advance so they can begin thinking about how they will gain or add value to the meeting. The agenda should only contain enough to make it worth the time spent at the meeting. Don't cover unnecessary things that are old news unless it is important to the topic.
Finally, there are on set in stone rules that meetings have to last a certain amount of time.Many times meetings will be scheduled for an hour and then the person leading the meeting does their best to drag it out the entire hour even though it could have been concluded in twenty minutes. Remember the salaries being paid, i.e., end the meeting when the value is no longer present.
Limit the number of attendees to only those that can gain or add value to the meeting.
Yes, only invite only those who you think would benefit from the meeting.
Large gatherings are usually a waste of time. Having too many people at the meeting, if it isn't necessary, generally will create less openness and hurt any meaningful outcomes.
Therefore, think carefully who you want to invite.
Stick to the time schedule. Begin and end the meeting on time. In most cases, a one-hour meeting or less is a suitable time frame.
However, some meetings may require more than an hour. Simply cut your estimated meeting time in half. For instance, if you thought of conducting a two-hour long meeting, aim for an hour. By setting a time limit, you maximize efficiency and productivity. Also schedule breaks for longer meetings.
Make sure you and the participants stay on topic. If you feel that someone is discussing anything irrelevant, it’s your responsibility to guide the audience back to the original agenda.
Engage the audience If you’re making a PowerPoint presentation, use visuals and bullet points to your presentation. Avoid using long, detailed sentences that most people will skip reading.
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