When you type in Google “more efficient meetings” you’ll be blown away with tips and tricks. This is very logical because a meeting is one of the most important ways to discuss problems and decide business progress.
On the other hand, meetings are often inefficient, lengthy and superfluous. That’s why we want to give you some tips to exclude all frustrations and to meet more efficiently.
Are all attendees necessary?
An important question to ask yourself before you send a meeting invitation, is who you will invite to the meeting. It’s better to take a bit more time and reflect if it’s necessary to invite every attendee you had in mind.
Think about the amount of time you will save by only inviting those people whose presence is essential. If you want to keep the “less important” people updated, just send them an email with a recap of the meeting.
Location is everything
A good location is key for a productive meeting. While choosing your location it is important to pay attention to following things:
- Choose a spacious location, so your attendees have enough room. Nothing worse than a room where isn’t enough capacity and some people can’t sit.
- Choose a convenient location near public transportation or in the neighborhood of attendees offices. If this is not the case, the participation and attendance will be low.
- Choose a flexible location so you can adapt the room to various configurations. Nowadays more and more meetings have breakout sessions, so this is very important
- Check the quality of the technical equipment. The last thing you want to happen during your meeting is non-working technical equipment. Check a couple of hours before the meeting if everything is working.
- Take care of water and other drinks during the meeting, especially when it’s a long one.
Share the meeting agenda with the attendees
Nothing more important that a good preparation before you participate in a meeting. Sharing the meeting topics with the attendees will give them the chance to prepare themselves which will lead to more efficient meetings.
Give a little information by each topic. You want to inform your attendees, do you expect a decision or will it be an open discussion? The clearer you’ll be before the meeting, the better your meeting will be.
Don’t start too late
A habit many people have is to wait on all attendees even when they are too late. It’s very frustrating how much time people waste on late arrivals. Some attendees make it a habit to come to the meeting 5 – 10 minutes late which penalizes all the other attendees who were on time.
There is a very simple solution to solve this problem. Just don’t wait on all the latecomers! Their time isn’t more valuable than yours. Just as important as beginning on time is ending at the expected time……
End with an action plan
End your meeting by discussing the next steps and making an action plan to make clear who will be responsible for what topic and to set new deadlines. Doing this, people have a clear goal on what they need to achieve against which deadline.