Rarely a day passes by where you do not have at least one meeting at work. These meetings tend to become time consuming and can delay the loads of work you have. They can also lead to bad results where instead of being useful meetings, they become useless meetings which drive you to no progress, if you’re lucky!
According to an article i read in relevance to work meetings, they suggested that businesses in the U.S. hold 15 million meetings per day, and 4 billion meetings per year! Business managers spend as much as 80% of their timeÂ in meetings and that meetings are responsible for $37 billionÂ in productivity losses yearly! this can give you an insight to how bad the situation can be..
In order to avoid these losses, several trends can be used to make meetings more fruitful, and to simply have them work for you:
- If you fail to plan, you plan to fail: Properly plan your meeting in terms of required and essential attendees, proper timing, target for the meetings, and needed outcome.
- Do you really need the meeting: Make sure that conducting this meetingÂ is needed and essential for resolving the issue at hand, or accomplishing the target. Ensure the purpose of the meeting, and that it aims at reaching a well-defined target.
- Who will do what: Properly assign roles for people in the meeting – who will talk about what, and if necessary have a moderator if a discussion is in place, and make sure the timing suits all expected attendees and they will all be joining.
- Absent minded people might be there: make sure people attending the meeting do get involved and are sharing their view points. Physically (or virtually) being there doesn’t mean someone is mentally “really” there.
- Refresh before meeting closure: Summarize at the end what you agreed upon, what the outcome is, and who will do what.
- Meeting minutes are key: ensure that post the meeting and ASAP meeting minutes are sent to all attendees especially with any agreed upon action items.