Meetings can be an opportunity to bring a different group of employees to discuss plans, functions, progress and issues in a company and come up with concrete strategies, roadmaps and solutions for the future.
However, many a times, meetings are not productive as they should be. Instead they are uninspiring, unnecessarily long and counterproductive (that one hour could’ve been well spent on the desk doing some work). In fact, such meetings can have negative impact on productivity, morale and motivation.
Here are the points for you if you intend to have super productive meetings in your workplace.
Set a Clear Agenda: A meeting without an agenda is just like a moving vehicle without a destination … just a waste of time and energy. So in order to make your meeting more productive, set out a clear agenda and make sure the participants know it beforehand.
No More than 9 Participants in Conference Room: It is a tricky one when you have a large organization, but ultra-large organizations have adopted the rule of having less than 9 participants in their conference rooms. The best way to do it is to select the people who can actually add value to the meeting or those who have direct relevance to the things discussed in it. You don’t need spectators in the meeting. It’s better to customize the meetings as per the participants, so select no more than 9 participants. Also take care that the meeting does not have less than five participants .
Assign Responsibility: After selecting 10 participants to the meeting, assign them with a responsibility. In the conference room, ask employees to report on their assigned tasks and make sure that they have added value to the meeting.
No More than 15 Minutes Meetings: As a rule, schedule the meeting time not more than 15 minutes. When the duration of the meeting is less than 15 minutes, the attention of the participants remain sharp and the meeting is more likely to be successful.
Set a Timer: To control the time of the meeting under 15 minutes, set a timer and stick to it religiously.
Take Away the Chairs: The 15-minute meeting is best done in a conference room with all chairs removed and all the participants standing the entire duration. The standup meetings make long sessions uncomfortable for participants and
Encourage Employees to Take Handwritten Notes, Ban Laptops in Conference Room: With the focus on eco-friendly and paperless workspace, you may find the idea of taking handwritten notes to be old school, but it is better for your conceptual recall . So, if you want your employees to understand the concepts in the meeting, it is advisable to replace laptops with pen and notepad for greater conceptual recall.
No-Phone Rule: Nothing can be more irritating than a phone ringing, or the sound of texts, WhatsApp messages, or notifications popping in the middle of a meeting. So why take the phones into the meeting room in the first place? Make it a clear instruction that phones are banned in the conference room .
To create more productive meetings, a company need to set the agenda for the meeting, select not more than 9 participants, assign responsibilities, control time, take chairs out, encourage employees to take handwritten notes and no-phone rule in meeting hall.