Meetings are perhaps the most dreaded time of the day. While the agenda is to discuss and accomplish a certain goal, nothing substantial comes out of it. Everyone is checking the clock, doodling their idle thoughts on paper and wondering why every minute is passing by so slow.
However, all said and done, meetings do exist and you have to participate. So, the only way out is to ensure those meetings are not time-wasters. In fact, every strategic management online course will emphasize how short & crisps your meetings should be.
Here are seven ways to make meetings more efficient.
- Set an Agenda
What is the reason for calling a meeting? Is it to solve a time-sensitive problem, brainstorm ideas, plan a strategy, set goals or interact generally? Unless you determine what the meeting should accomplish, it would be directionless.
- Send a Meeting Invite
Not sending a meeting invite could result in absentees. So, make sure every person expected to attend the meeting gets intimation concerning day, date, time, place and purpose of the meeting.
- Become a Timekeeper
Everyone has 24 hours only, you and others need to respect that. So, make sure that the meeting starts and ends sharply at the time determined. Gradually, the participating members will start appreciating concise meetings and will never turn up late! Also, instruct everyone to keep their gadgets switched off for unnecessary interruptions.
- Allow Buffer Time
Planning back to back meetings? Keep buffer time for your sanity. Even if the meeting is in the same room or on the same floor, you need to consider the time to recollect your thoughts, gather supplies (papers, laptop, etc.) and maybe grab a cup of coffee. Such buffer time will avoid the snowballing effect on your schedule.
- Appoint a Meeting Leader
Let one of the members be in charge of the meeting. This person can manage the agenda, invites, timekeeping, take down the minutes and coordinating every other aspect of meetings.
- Circulate the Minutes
With so many things being discussed, people fail to keep track of it. It would be a good idea to recap the discussion verbally and then circulate the written minutes to the attendees via mail.
- Ditch Traditional Meetings
Occasionally, why not conduct meetings in a garden, at an off-site location or over lunch? The change of scenery will give way to more creative ideas and remove the boredom.
If your meetings are an important part of your workplace toolkit, consider taking up a strategic management certificate online to understand how to make them more efficient.