Work meetings are a fundamental element of everyday life, whether we are self-employed professionals or workers in large organizations. We often have to sit down to talk, exchange ideas, define strategies and reach middle ground on controversial issues.
The bad news is that work meetings lose their way very easily. Without proper control and preventive measures, we could end up losing valuable minutes or, in the worst case, the meaning of the meeting.
At Shortnews247 we are experts in having successful and profitable meetings. That is why today we take the opportunity to share the 5 necessary steps to achieve the best results every time you sit down with your team or clients.
Plan all the Points to Treat
It is not enough that the meeting has a purpose or a general topic to discuss. It is necessary to create a planning where the ideal structure of the meeting can be appreciated.
Each point within the meeting must respond to needs and questions that are interesting to answer. Having a clear plan before entering the meeting room works wonderfully to always stay on track and reach the conclusions that are good for the business.
Define Durations for Each Point and for the Meeting
Within the planning where the points to be dealt with are detailed, it is not necessary to forget to define time limits to deal with each topic. Why is it so important to put time barriers in the way of the meeting? Well, the use of these limits will exponentially increase the efficiency of the meeting, generating the urgency to address the issues in a precise and not very vague way.
A brief meeting can turn into an unproductive day of several hours when proper time limits are not established, both for each point and for the entire meeting. In general, the duration of the meeting should be the sum of all the points of interest plus a period of time to clarify doubts.
Don’t Let the Meeting End with Gaps
Just about that space of time for doubts we have to talk. A meeting is more or less successful when all points are not only addressed but clarified. The interlocutors could have, like anyone else, the difficulty of clarifying the most complex ideas at the first opportunity. Therefore, the conditions must be created to quickly review the doubts generated and clarify them once and for all.
Depending on the number of points to be discussed and their complexity, a space must be defined just before the end of the meeting so that all those who have doubts can comment on it and receive explanations. It is also important that all those involved feel comfortable communicating when they do not understand something.
Laptops and Mobiles Outside Work Meetings
Many people use their laptops and cell phones to take notes during meetings. However, many experts insist that this is a self-defeating approach. Our devices, useful as they are, also turn out to be a limitless source of distractions.
Therefore, if you want those present to really get involved with the issues to be discussed during the meeting, the ideal is that the notes be taken on paper and pencil, leaving electronic means aside.
Control the Direction of the Conversation at All Times
Whoever is responsible or planner of the meeting should also designate a person in charge to direct the direction and make sure that everything goes according to plan. Many times this is a role played by that same planner.
The idea is to keep the times for each point and avoid spending too much time on irrelevant topics or those that do not add value to the conversation.
If you apply these 5 actionable steps to your meetings, the improvement will be evident. Soon you will be able to enjoy efficient meetings, more productive and spending much less time.