“That meeting was a complete waste of time.”
It’s common for people to not have a proactive attitude on meetings. Why would they, when so many meetings seem useless and ultimately accomplish nothing, except perhaps to take your team’s time away from more important matters?
Do yourself, and everyone else, a favor by using these points to help rethink your strategy when running meetings.
Is the Meeting Really Necessary?
Before deciding to call a meeting, ask yourself the following questions:
- Is the meeting absolutely necessary?
- Is it something that can’t be done through an office-wide memo or email?
- Do you really need everyone in the team to be present in the same room?
- What’s the best time to hold a meeting without causing too much disruption to your team?
Most managers just call a meeting without thinking of these things because it’s easier, even if it’s obviously inefficient.
Send Relevant Documents Ahead of Time
If the meeting’s agenda is to review reports, spreadsheets, and other materials, you can save time by sending these files to attendees ahead of time. This way, they no longer have to review the materials in question while in the meeting. In other words, it guarantees that everyone in the meeting is prepared and on the same page.
Consider Phone Calls and Video Conferencing
True, there are times when face-to-face meetings work best, but how many meetings in your company’s history could have been done via telephone or a video conference? Both options are cheaper, save more time and help minimize idle chatter.
Dispense with the Devices
It’s bad enough that emails, text messages, as well as Facebook and Twitter posts vie for your attention on regular workdays, so it only makes sense to tune these out when in a meeting. You’ll thank us when you realize just how much time you’ll save by simply going device-free.
Limit the Number of Attendees
You can only imagine what a nightmare it must be to exchange ideas in a room with more than 20 people. By making sure only the required number of employees join the meeting, you increase its likelihood of ending sooner, and those who don’t need to attend can continue working on other things. Having multiple opinions in a meeting helps, but you’re eventually going to cross a point of diminishing returns. As the saying goes, “Too many cooks spoil the broth.”
Get more workforce management tips like these from Integrity Staffing Professionals! With more than 50 years of experience assisting companies manage their teams, we can help make your company’s operations faster and more efficient. Contact us at 805-482-8700.