Meetings could possibly be the largest waste of time in any modern organisation. It seems like everybody has a tale to tell that involves poorly planned meetings that don’t result in any real outcomes. So, what can you do to make your meetings more effective, making the most efficient usage of meeting time? Here are three top tips to help you.
1. Decide if a Meeting is Necessary
Frequently, managers hold meetings because “that’s the way it’s always been”. Meetings are held on a regular basis as a way to “catch up” with staff, or communicate information to them. This represents a poor use of time.
It’s about the difference between communication and collaboration. There are faster, more effective ways of communicating information to or from staff. Meetings excel when the attendees work collaboratively, either to reach a decision or workshop ideas.
A good rule of thumb is that a meeting should only be held when the collective value of all attendees is greater than the sum of their individual values. Without that increase in value, pick a better vehicle for communication.
2. Don’t meet without an agenda
If you decide you do need a meeting, do yourself a favour and prepare an agenda. Consider carefully what the purpose of your meeting is. Determine what a satisfactory outcome is. Record these in a written format.
Far too many people hold meetings without knowing specifically what they will cover, or what specific outcome needs to be reached. It’s like driving to an unknown destination in a snowstorm. Prepare in advance, and you’ll reap the rewards.
3. Stay on Topic
Once you’ve spent the time to prepare your agenda, be sure to stick to it. A great number of meetings start on-topic, but quickly devolve into off-topic discussions. Nothing wastes time and money faster than an off-topic meeting.
Take your agenda to your meeting, and keep to it. If people get off track, politely bring them back to the topic. Progress through your agenda items in a speedy fashion, but you don’t need to rush, as staying on topic also helps your meetings run on time.
If you follow these three tips, you should enjoy faster meetings with more effective outcomes. Happy meeting!