8 tips to the rescue, the days of sharing big boss’s misery simply because she can is over.
Productive meetings can be much easier, less budget and time consuming than ever, and even fulfilling !
Given progressive corporate culture, a productive meeting needs a productive agenda, i.e., to vote on something orconvey an important vision or mission relevant to the scope and scale of the team, serious and complicated enough to require physical presents in the first place (No, information that is better understood in a well written email doesn’t cut it . Words without referenceable material always end up all over the map. Next, it requires invested legwork to be properly organised with pretext input, clearly defined and outlined and acknowledged beforehand, where relevant participants are identified, accordingly. Given the basics,
the following 8 tips are a must.
1. Time management – the determining factor
A meeting without a schedule could take most of the day or longer because the meeting attendees’ thoughts and ideas keep coming up gradually. Thus, using the time as the determining factor ensures that attendees stay focused and do not veer away from the topics at hand, best thoughts and ideas are presented within the time limit and the rest of the day is spent toward implementing the work plan or concept summarized in the meeting resolution for the benefits of the organization
2. Clear meeting agendas and objectives
These help define the topic, core issues and pattern of the meeting, e.g. whether it is a meeting to arrive at new ideas, have an update on data and/or problems pertaining to the work process or entrust parties oncerned with certain assignments or duties.
3. Dividing the meeting into parts
In the case where the meeting agenda covers too many topics to be tackled within the time limit in a single meeting, the meeting can be divided into parts to ensure productivity instead of trying to cram them all into a single meeting. Otherwise, it is highly likely that the attendees will become fatigued, lose focus and interest and be unable to come up with fresh constructive ideas.
4. Decisive role of the chairperson in a meeting
The chairperson leads the meeting, monitors the order of the agenda, motivates attendees’ views and constructive ideas, regularly recapitulates the main points of the agenda and is capable of allotting time for each topic within the time limit and regaining the attendees’ attention in the case where the meeting is veering farther and farther away from the topics at hand.
5. Walking or standing up
A survey shows that walking or standing up is good for your health. In the context of a meeting, walking or standing up leads to more creative thinking and, thus, can reduce the length of a meeting by 25 percent. Instead of a conventional gathering where attendees are crammed up in a boring meeting room, they might find a talking-while-walking method more productive. Besides, it has been found that walking can positively impact the heart rate, immune system, blood pressure and digestive system. However, this method might be more suitable for a smaller meeting with not too many attendees.
6. Less is more
In certain cases, you do not need to have all your team members attend the meeting. Choosing only attendees who are most directly concerned may result in a more productive meeting because those who are not might voice their opinions out of ignorance and cause the brainstorming session to deviate from the set goals. Therefore, a productive meeting should involve only attendees who are directly concerned so that those who are not can spend their time carrying out their jobs or doing
something more productive.
7. Suitable time and venue
One must keep in mind that the atmosphere of a meeting that is conducive to the topics to be addressed in the meeting plays a crucial role for the attendees’ decisions and ideas.
Time : Whether a meeting is scheduled in the morning, late morning, early afternoon or evening, the outcome of the meeting is affected. Many of us might have been called for a meeting scheduled at 5 p.m., just as we were thinking of dinner with our families or boy- or girlfriends or a party with friends. As such, it was definitely not going to be a productive meeting as your heart together with your fresh ideas had gone far from the meeting room.
A meeting should most suitably be scheduled in the morning when your brain and body are still fresh and alert while the one scheduled in the afternoon or evening is more suitable for the purpose of an information update.
Venue : One should give priority to the atmosphere in the meeting room. A meeting does not need to always be held in a square room in the office. The venue with an unfamiliar atmosphere can prove to stimulate new ideas and creativity on the part of attendees. For instance, a café eaturing the scent of coffee and relaxing décor or a cool co-working space decorated in a style not reminding of a conventional office can also do the trick.
8. Online Application
In an age where the development of online-chatting technology prevails, you can effectively apply it to achieve a productive meeting thanks to the readily available face-to-face group chat functions on various social media platforms. Besides, the method helps alleviate the problem of attendees having to travel to the venue to attend the meeting. Aside from the eight tips mentioned above, a lot of legwork is involved to have a productive session. Productivity of a meeting requires acceptance, understanding, exchange of opinions during the meeting, reasoning rather than emotion and, most importantly, avoidance of disputes or hurtful remarks. Keep in mind that the ultimate goal is productivity of the organization and society at large, as a whole.
Compiled by BLOG.SCGLogistics
References : thestandardthailand.com, prdaily.com
Photos : freepik.com