When professionals recall the most productive parts of their day, meetings are usually the last things that come to mind. While these coordinated discussions are unavoidable at times, many are filled with timewasters that lead these interactions to carry on longer than necessary or that allow the conversation to deviate in random directions.
Whether you built your team using direct hire staffing solutions or internal hiring practices, streamlining your meeting agenda can have a significant impact on productivity. If you are ready to hold more efficient meetings, here are three steps to get you started.
Clearly Define the Agenda
Every productive meeting begins with an agenda. It functions as an outline that dictates what topics will be addressed and can help people stay on target.
When you schedule a meeting, consider what needs to be covered and why. Try to concentrate on a single core objective as a means of facilitating a focused discussion. Outline goals for the meeting, such as key decisions that must be made or updates that are required. Identify priorities and make sure those are listed first.
Before the meeting, make sure to send the agenda out in advance. Provide any background information that can help the participants prepare and request any relevant materials that they need to bring.
While certain meeting routines may feel comfortable, they can also waste precious time. For example, going around the table and having every participant introduce themselves isn’t necessary if there aren’t any new members in the group.
Similarly, rehashing information that was provided in advance of the meeting should also be skipped. Even catching up on a social level can be detrimental to productivity, so save any side conversation for another time.
Refocus When Required
If the meeting begins to drift off onto a tangent, it may be necessary for the meeting leader to interrupt the discussion and refocus the group. If a point doesn’t provide value in regards to achieving the objectives, then it doesn’t need to be covered during that meeting
While intervening can be challenging, it is also a necessity if you want to streamline your meetings. If someone presents a point that doesn’t align with the agenda, let them know you will make a note of their question, concern, or idea, and give them a general idea of when you will address it. For example, you can welcome them to catch up with you after the meeting or say that you will provide them with an answer in an email. If the topic is worthy of discussion, you can state that it can be brought up in a subsequent meeting.
Preventing deviation is a must if you want to have a productive meeting. Otherwise, you may not accomplish your goals.
By following the tips above, you can streamline meetings in your organization. If you would like to learn more, the professionals at Vector Technical Inc. can help you develop effective processes that boost efficiency. Contact us to speak with one of our experienced team members today and see how our services can benefit you.