Meetings are a big part of keeping everyone in teams informed and on the same path to proper planning and successful projects being finished. It’s practice to have everyone in the meeting focused while both creating and gaining value from the meeting. Here are problems with meetings that don’t further this best practice along and here’s how to fix them.
Meetings Are Losing Relevancy
Your meetings are losing value as they trail on and on, and your team members are increasingly losing their attention spans. Long meetings are not increasing in productivity and value, your meetings are lessening them.
Start by setting time for the meeting. Everyone will know to keep discussions relevant and valuable, including the host. A scheduled and timed meeting will fit into the work day much more efficiently than an untimed meeting that increasingly gets trailed on. This will prevent problems with meetings as well as future projects that have relation to your meetings.
Your Meetings are Too Long, Seriously
You’ve filtered out unnecessary meetings that are without many benefit and value. However, your meetings are still too long even if they have purpose and value in the work day. Now it’s time to make the meeting times shorter and more effective.
Meetings can easily suck half the day away, leaving not much room for real productive work accomplishments. Fill the meeting with solely valuable information and keep non-relatable discussion to a minimum. Your biggest problems with meetings will all help to resolve if you first resolve the time management issue.
Meetings should be well recorded for others who may have missed or valuable points so they can smoothly be expressed across the duration of a project. Prior to each meeting starting, each participant should be sent discussion notes that will help guide the discussion and nature of the meeting.
With these prior meeting notes, goals should be implemented so the meeting can be value and goal oriented keeping everyone on track and as a result, no time or resources are wasted. After the meeting has come to an end, meeting points that were documented into notes should be sent to all participants.
Poor Conference Room Setup
Conference rooms in this digital age of endless technology need to have supplied with the right equipment and setup. This is where many problems with meetings all stem from. There needs to be sufficient room for devices, wires, and organization that is missing from the traditional setup. You also don’t want it to get cluttered with tech or worse, offer a hazard.
When choosing a meeting room table, choose one that fits with your office decor by all means, however, choose a table that functions well for the tasks you will be using it for. This most likely means a range of uses from meetings with teams, digital meetings, client discussions, and planning.
You should also equip your room with complimentary items depending on the level of scale you want for your meetings, most especially if you are meeting with clients. Presentation screens that are well implemented into your setup and maybe even a mini fridge stocked with quality drinks are all means to impress your clients and employees with your meeting room. With these resolved and complete attention taken to, you’ll have your problems with meetings cleared up and running smoothly while your business gets more done as a result.