Here’s a fact: Meetings are a part of life. Whether you’re an employee or entrepreneur, meetings are an indubitable part of life. In fact, a study by MIT suggests that only around 50% of meeting time is effective, well used and engaging. There’s plenty of evidence pointing towards the ineffectiveness of meetings, and even more so when it comes to virtual meetings.
A majority of the meetings are an unnecessary thing. Sometimes, there are other ways which achieve the same goal. If some information needs to be shared, one can circulate a memo or conduct a conference call. They can also postpone the meeting to another time altogether. It is necessary to avoid unnecessary meetings. Evaluate the value of the meeting and work out to increase productivity time.
HAVING AN AGENDA
Before sitting for a meeting, it is essential to let the members know about the agenda of the meeting, so the purpose is established. Instead of wasting time, in the beginning, giving information about the use of the meeting allows the employees to share the agenda hours before the meeting.
COVER IMPORTANT ITEMS FIRST
Essential items should be covered initially; the agenda of the meeting should be applied on an 80/20 rule. The schedule should be created in such a way that the top 20% in it are the first items to be discussed in the meeting.
SUMMARY/CONCLUSION
A meeting should have a summary to come at a closure. Discuss each item of the list in detail, and on completion of one, move to the next.
ASSIGN RESPONSIBILITY
If there are responsibilities to be assigned, do it in the meeting. Assign duties for the particular actions to the designated member and set deadlines. A meeting without an assignment of responsibility and a deadline is just a conversation. Always be evident in the meeting about which member is doing what and when.
MAKE NOTES
Meetings are productive when the members keep accurate notes, and the moderator circulates the minutes of the meeting to each member soon. Minute of meeting ensures that every attendee is clear about the assigned responsibilities and deadlines.
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