Host Fewer, Shorter and Way More Effective Meetings

Probably the biggest productivity saboteur in the workplace today: the meeting. The meeting that was supposed to take an hour and ended up consuming the entire morning. The meeting where everyone talked in circles and nothing got decided or resolved. The meeting where information was pushed at people who barely even pretended to pay attention.

 

Wouldn’t it be great if those meetings could happen less often, in less time, and still achieve the same — or even better — results? We’re here to tell you it can be done! Here are the strategies we at Integrity Staffing Solutions use to make this dream a reality.

 

Eliminate the Non-Essential.

Ask yourself if this meeting is really necessary. Do you really need production updates more than once a week, or is the same information being repeated from one meeting to the next? How about once a week, or even one every two weeks?

 

Ask yourself how many people really need to attend. Remember, the more man-hours are tied up in your meeting, the fewer are spent on production. Maybe some colleagues would do just as well if they just saw the post-meeting report.

 

Issue a Pre-Meeting Brief.

Any background information relevant to the subject of the meeting should be distributed at least one day beforehand, so that no time is wasted reviewing it during the meeting itself.

 

Give Everyone a Written Agenda.

Assign a specific time for each discussion point. This almost always works because people automatically adjust themselves to the allotted time frame. When speakers are in danger of running overtime, give them a two-minute warning.

 

Establish Concrete, Actionable Goals.

The purpose of any meeting should be to determine the next steps toward a goal. Vague “we need to update our marketing plan” statements are a prescription for long, inconclusive discussions. Better: “allocate marketing resources for the new product line.”

 

Assign Follow-Up Actions.

Everyone should leave the meeting knowing exactly what the next steps are, who is responsible for executing them and by what date. All this should be spelled out in the post-meeting report that is distributed to all attendees and any other personnel who will be involved in accomplishing the follow-up goals.

 

Using these formulas for pre-, in- and post-meeting procedures should significantly cut the amount of time you spend talking about business instead of doing business.

 

Bonus Tips

 

No meeting will last longer than one hour.

No phones, tablets or laptops allowed (unless necessary to conduct the meeting).

No formal presentations. These should be in the pre-meeting information distribution, and everyone should come prepared to discuss them.

No waiting or backtracking for latecomers. If the tardy individual absolutely must be present, reschedule the meeting.

 

You might be interested in...

10.19.20
How to Recognize — and Fix — Low Employee Morale
We've all seen the studies on how low employee morale impacts a business, from reduced productivity to increased turnover. Granted, it's a complex problem, with some factors that cause dissatisfaction — such as the current pandemic — beyond the employer's control.   However, there are plenty of things you can do to boost positivity and mitigate negativity within the company. And many don't cost a dime.   Step 1 is reading the warning signs. Step 2 is implementing corrective action.   The sign: They call in sick a lot Whether due to physical stress or mental burnout, rising absenteeism is a serious concern. Gallup studies have shown that people with low wellbeing scores can cost a company up to $28,000 a year, compared to only $840 for happy and engaged workers.   The fix: Overwork is the number one reason for physical/mental stress-related ailments (which can range from depression and anger to cardiovascular illnesses). Analyze your operations to identify sources...
Read More
10.15.20
How to Approach Your Boss About Work-Life Balance
Do you feel like your workload is beyond your current capabilities? You aren't the only one.   Especially in this time of COVID-19, many people need to cut back on their working hours because they have family members to care for or concerns about their own health and safety in the workplace. Or you may be in the situation of answering to a boss who expects you to work overtime every day — and you're afraid to say no because you could get laid off, or at least a bad performance review.   Life commitments outside of work — such as family, education or even just relaxing and recharging — should get their fair share of your time and energy. If you don't maintain this balance, you risk getting burned out, and then you'll be no good to either your employer or yourself.   If the time has come to bring up this tricky subject with your boss, here's how to go about it for the best chance of a satisfactory outcome.   Identify the Problem The first step to finding a solution is...
Read More
10.12.20
The Most Important Part of Recruiting Is What Happens Next
$3,500 per new hire in recruiting costs (advertising, HR's time/labor, etc.) $702 average cost to train a new employee 6 months to break-even point on a new employee's productivity level   With numbers like these staring us in the face, it behooves any company to make sure their new employee sticks around long enough to deliver a return on their investment. And that means making retention a top priority.   Want even more reasons to work on your employee retention? Contented employees are more productive, as many studies have shown Frequent introduction of newbies stresses the whole team, increasing job dissatisfaction It costs more to replace an employee than to improve their job satisfaction   Why They Leave — It's Not Always About the Money Surveys of workers who quit their job reveal that salary is not even among the top five reasons. More often, the decision to leave is motivated by unhappiness with conditions such as an unpleasant work environment,...
Read More
General

Title

More Info
You need an account to do that Set up an account Never Mind

Please register for an account first. If you already have one, log in here.