Helping Your Team to Get the Most Out of Meetings
Meetings are an essential when it comes to running any business. Meetings will allow you and your team to collaborate with one another, working together towards common goals and ensuring that projects and tasks are completed on time. Of course, meetings can be great or they can be pretty draining. Here are a few tips and tricks that will help you and your team to get the most out of every meeting you schedule.
Have a Clear Purpose
We’ve all heard the phrase “that meeting could have been an email”. There’s nothing more disheartening than sitting in a meeting that really didn’t have any purpose. It doesn’t make anyone look productive and it just reduces the seriousness associated with meetings. So, make sure that any meeting you schedule has a clear purpose and will have use to everyone involved. This will make sure that people focus and engage throughout, rather than getting into the habit of zoning out.
Provide an Outline in Advance
Team members tend to be more productive in meetings that they’re prepared for. So, make sure that you send them an outline in advance, including information on what they might need to prepare. Whether this is just thoughts, a presentation, calculations, graphs or anything else. This will reduce the chances of you having to schedule further meetings to check back in on tasks that could have been completed beforehand.
Have the Meeting Transcribed
We’ve all been there – coming out of a meeting and remembering that we were supposed to do something, but can’t remember quite what, or that there was a key piece of information that we’ve forgotten and needed. This is where having meetings transcribed by professionals like Scribie can come in useful. This will provide everyone with a full record of what was said in each meeting, including actions and to-dos expected. Another option is to have someone writing “minutes” in the meeting, which are key notes and points. The only issue with this second option is that the person taking notes may not actually be paying attention, rather focusing their efforts on transcribing themselves.
Avoid Back to Back Meetings
One meeting is fine. Two may be manageable. But if your team are in meetings all day every day, you may find that people become drained, unresponsive and have the feeling that they are just waiting for the meeting to come to an end. Where possible, try to make sure that team members don’t have back to back meetings in their calendars. This will provide time for recuperation and breaks between meetings and will ensure that everyone can give their all.
Got a remote team? Sometimes, certain meetings can be more positive, collaborative and effective when completed face to face. You may want to rent a coworking space or a presentation space or meeting room. This will allow everyone to collaborate in person on major projects.
These are just a few tips that could really help your team to get the utmost out of every meeting they attend.