Instead, take advantage of everyone’s presence by giving them an opportunity to participate. Don’t use a meeting to hold catch ups with individuals – while the two of you are catching up, their peers are sitting by idly wondering what else they could be doing. No one wants to be kept waiting or held back from their next commitment. Show that you value people’s time by keeping to time. Notes will ensure that people who are unable to attend the meeting will have an opportunity to catch up. A notetaker can ensure that details aren’t lost. Appoint a note-taker to take minutes or record the call. ![]() People can’t be prepared for something they don’t have information about – provide information ahead of time. Establish an agenda that includes a clear objective, to avoid confusion and help people to prepare. You can ensure that you will have all bases covered at your next meeting by using this format, which draws on a range of best practice alternatives: This is particularly the case in virtual teams, for example where team members connect via videoconferencing or using their mobile phone. Will the meeting be autocratic or collaborative? How will speaking up be received? Will a variety of perspectives be valued, or should your perspective be given at another time?įor this reason, powerful meetings need a clear format, with a clear purpose and clear roles. Most of the time, meetings fail to be productive because attendees are unclear about how decisions will be made. Preparation is not the only way to make meetings worthwhile, interesting and valuable to all. For example research has shown that if you spend 50 minutes, instead of 30, preparing for a meeting you can double its productivity. Meetings are more productive when more time is spent preparing the agenda and minutes. If you don’t ever hold meetings, how will people establish a sense of ‘the way things are done around here'? Meetings are where your team’s culture perpetuates itself. ![]() The answer is not always to abandon meetings altogether, like some teams have done. In other words, most of us are accustomed to ‘death by meeting’ – boring meetings that seem unnecessary. Research suggests that over 50 percent of this meeting time is wasted and 39% of meeting participants admit to dozing off during a meeting. Most professionals attend an average of 61.8 meetings per month in the course of their average work. Have you ever experienced meetings that start late, run long, go off topic, or fail to achieve anything productive?
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