by _comunica2punto0

#marketing 8 Tips for Keeping Team Meetings on Track

In Marketing on 1 junio, 2017 at 14:36

This year, there are 260 workdays, which equals 2,080 working hours. You and I both will spend 35-50 percent of that time in meetings—roughly between 728 and 1,040 hours this year in meetings. That’s a lot of time!

As a leader, you don’t want your time, or your employee’s to be wasted. Here are eight ways I have found and implemented to help keep meetings on track.

  1. Prepare your meeting and agenda in advance.

If you want your attendees to be prepared, you need to help them prepare by planning the meeting early and sending out an agenda ahead of time.

Teem, a meeting room scheduling and booking platform, has found that 23 percent of all meetings tracked are scheduled last minute, but also that most organizations believe planning meetings in advance is more beneficial. Another interesting statistic is that nearly 63 percent of meetings are led without a predetermined agenda. That could be why so many people feel like most meetings they attend are disorganized and decisions never get made.

To keep meetings clear, productive and successful, it’s important to plan the meeting early and create a pre-planned, documented agenda. This agenda should outline what’s being discussed, who’s leading certain discussions, where the meeting is being held and who’s attending. Send your agenda out to those invited to the meeting at minimum a few hours or a couple of days in advance so employees can prepare themselves beforehand.

  1. Keep on schedule with agenda items.

Respect everyone’s time. This includes those at the meeting and those who are scheduled to have the conference room after your meeting is over. You created and sent out a detailed agenda for a reason, so know it and use it to keep attendees focused and so the meeting will start and end on time.

  1. Make sure the meeting is necessary.

Before sending out a meeting invite, make sure a 30-minute meeting is absolutely necessary. Holding unnecessary meetings reflects poor management. Ask yourself these questions to determine if you should hold a meeting or just send out an email:

  • What’s the purpose of the meeting?
  • Have I considered every aspect involved?
  • Do I need outside input?
  • Is a face-to-face meeting really necessary?
  • What would happen if a meeting wasn’t held?
  1. Review attendee list.

You’ve determined a face-to-face meeting is necessary. Now it’s time to double-check your list of attendees. If you’ve ever attended a meeting, didn’t say anything and walked out wondering why you just sat in there for 30 minutes, then you know first-hand how frustrating it can be to attend a meeting you didn’t need to attend.

When it comes to inviting the right people, the right people are those who will have direct input to help make decisions during the meeting. If certain people on your current list don’t fall into that category, don’t invite them. But you can still keep them informed by emailing them a memo of what was discussed after the meeting.

  1. Assign tasks to attendees beforehand.

All meetings involve three basic things: discussing problems, providing solutions and assigning action items.

Before a meeting, as you’re coming up with the agenda, designate someone to be the meeting’s note taker, i.e. keep track of questions, answers, people given tasks, etc. Other tasks include presenting reports, sharing new ideas and highlighting team wins from the week.

Another thing to consider is the pre-wiring approach. This involves the meeting coordinator talking one-on-one with people before the meeting about decisions that need to be made to help increase of the chance of successfully coming to a decision.

  1. Don’t let people barge in.

An easy way for meetings to get off track is letting people not invited come in and interrupt the meeting. The best way to keep these people away is not holding your meeting in an open environment. Schedule your meeting in a distraction-free zone. Choose a room with a door, minimal windows and preferably one with noise-cancelling walls.

  1. Keep good notes.

Notes can be tricky. You want to keep things simple and succinct, but at the same time you don’t want to forget anything important. If you want to be a successful note taker, whether you’re the designated one for this meeting or doing it for your own personal gain, keep these four things in mind:

  • Choose the right note-taking technique.
  • Prepare beforehand, i.e. review the meeting agenda.
  • Pay attention and record only what’s essential.
  • Review your notes at the end and make any clarifications.
  1. Make a list of follow-up items and points not covered in the meeting.

Once the meeting is over, look over the agenda and meeting notes to figure out what was accomplished and what wasn’t covered. Write down any needed follow-up items and points that weren’t conversed. Doing this allows you to more easily create an agenda for the follow-up meeting.

via Business Articles | Business 2 Community



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