Many companies conduct meetings in the same old manner, but a number of them fail to orchestrate productive meetings that get the job done. Consider some ways that you can host more productive meetings to allow everyone to collaborate effectively, exchange ideas, and address company goals and issues.
Invite the Right People
If you want to hold more productive meetings, carefully consider your list of participants. Inviting only the necessary employees, managers and stakeholders to your meeting can accelerate proceedings and ensure that the right people stay informed. If the meeting is general, give attendees the chance to opt in or out.
Eliminate Distractions and Discomfort
It's crucial to host meetings in an area that is distraction free. Avoid conducting meetings in an area where there is a lot of commotion nearby, or your attendees could lose focus during an information-laden, boring meeting. In addition, make sure that the seating is comfortable and the area is well-lit for more productive meetings. A comfortable room temperature is necessary to avoid freezing your attendees or forcing them to concentrate in a humid environment.
Bring All the Necessary Resources
Sending out the overview of the meeting and other resources by email is a simple way to ensure that all attendees are adequately prepared for the topics to be discussed. Bring extra copies of the materials to the meeting in case a participant forgets. Consider using a venue that is designed for meetings to ensure that the basic equipment is already on-site.
Consider the Length of the Meeting
Some of the most successful company meetings are short and to the point, and a boring meeting topic can make attendees lose steam and attention If you're covering a moderate amount of information. Thus, aim to keep your meetings less than an hour to maintain the interest of your attendees. If a meeting you're planning is more than an hour, allow for a quick break period in the middle of the session. This provides your attendees time to breathe some fresh air, visit the restroom and clear their heads before returning for a vigorous discussion.
Allow an Open Mic Period
Toward the end of your session, allow participants to ask questions and include their comments. Granting participants the floor allows you to orchestrate productive meetings in which participants can propose solutions and ideas instead of simply listening to the speaker.
Schedule Meetings Regularly
Conducting meetings on a regular basis is highly beneficial for every organization. If there is too much time between scheduled meetings, it can be difficult to implement changes and help everyone catch up on fundamental matters. A consistent meeting schedule permits workers and managers to remain informed and on the same page.
A truly successful company is one that has mastered the art of conducting productive meetings. Consider recording the meeting discussion using a video camera or a tape recorder so that attendees can focus on participating in the conversation instead of taking massive notes.
Photo courtesy of Ambro at FreeDigitalPhotos.net