Want Better Meetings? Here’s How to Do It

calendar December 18, 2018

When it comes to your business, it’s important to constantly examine key behaviors to see which ones are serving a purpose and which are merely old habits. Ritualized routines may keep you busy, but intentional behaviors are what will get you where you need to go.

The key is to define your purpose and goals and continuously evaluate your practices until every single thing you do is aligned. Getting rid of extraneous behaviors and habits will free you up to concentrate on the things that matter most. If you’re looking for an easy place to start, here is one bad habit you can kick today.

Extraneous meetings

Employees are having more meetings than ever before. According to research by Ovum, 91% of employees surveyed said the number of meetings they’re having is either static or rising.

But are they really necessary? In the same report, 67% of employees reported that more than half the meetings they attend are not of value.

That’s a lot of wasted time and energy. Time that you and your employees could be putting to good use on something else.

Are you on autopilot?

Just because you’ve held a department meeting every Tuesday afternoon for as long as you can remember doesn’t mean you need to continue doing so. If your entire meeting schedule is reoccurring, it’s time to think about whether or not you could make better use of all those hours and people.

Before you schedule a meeting and ask for someone’s time, stop and ask yourself:

  • Is this meeting really necessary?
  • Is it designed to be productive?
  • Will it result in new ideas, specific outcomes, and/or significant progress?
  • Does it convey critical updates and information that can’t be found elsewhere?
  • Is this the quickest, most effective way to communicate this information?
  • Does it have educational value? Will it help employees grow and improve?
  • When you think about all of the things your team needs to accomplish, does sitting in this meeting still seem like a good use of time for everyone involved?

If the answer to all of these questions is yes, schedule away! Your meetings are set up for success to help you reach your goals. If you’re unsure whether or not your meetings are productive, here’s a quick assessment you can use to decide.

Does this meeting have:

  • No particular agenda
  • No defined objectives
  • No specific takeaways

If you answered yes to any one of these, it’s time to reassess your meeting strategy.

Get strategic

There are several things you can do to cut down on the number of non-critical meetings in your organization. Here’s how you can get started:

  • Resist defaulting to an hour-long meeting every time. Only schedule the time you need.
  • Consider extending the time between meetings. Can you go 2 weeks in between? 3?
  • ALWAYS have an agenda. (Going around the room and giving each person 5 minutes for random updates is not an agenda.)
  • Only invite those who are critically necessary to move the agenda forward.
  • Think about other ways you might be able to effectively communicate as a group.
  • Try some new technology! There are lots of instant messaging and project management platforms to facilitate quick, easy, and efficient group conversations.

If you’re still feeling nervous about cutting back on the number of meetings in your day, relax. They key lies in the quality of the sessions, not the quantity or frequency. It’s actually possible to be more productive by meeting less often.

When you do need to have meetings, make them count!

Whether it’s a staff meeting, project discussion, or training session, make sure your employees leave the room more focused and better prepared than they were before.

Better meetings and more efficient employee productivity is key to business success. At Combined, we build cost effective, long-lasting employee benefits strategies to keep your business and your employees in optimum health. TO SCHEDULE CONSULTATIONS, A FREE DEMO, FREE COMPLIANCE REVIEW, AND TO KNOW MORE ABOUT OUR SPECIAL SERVICES AND PROGRAMS. CONTACT US NOW