Raise your hand if you think there are entirely too many meetings in your office! You can put your hands down now. Why do we feel this way? Because many times, meetings become so routine that the focus is completely lost on why the meeting is being held and what it is supposed to accomplish. Let’s face it, sometimes meetings are just simply time wasters!
To avoid having mechanical meetings, we have to plan better. Following these tips will help re-engage and to re-focus your attendees so that meetings add value and achieve a specific goal.
- Create an agenda – Agendas set the rules for the meeting and answer critical questions. Who (should attend)? What (is the topic)? Why (are we meeting)? Where (will we meet)? When (will we meet? How (are we to prepare)?
- Stay on track – Keep the goal of the meeting at the forefront and steer the discussion back to the agenda as needed. If the meeting is scheduled for 30 minutes, then end it promptly.
- Limit attendees – Invite only those individuals that need to be there. Don’t waste others’ time, unless they are critical to the mission.
- Summarize the meeting – Follow up the meeting with an email detailing the project, timelines, and assignments. Make yourself available and hold employees accountable for reaching the goal. Inform the attendees if additional meetings will be necessary.
Giving meetings focus will help you and your team to accomplish much more in less time.