Managing, Participating, and Leading Meetings ...
Meetings were designed to boost productivity and effectiveness in the organization, just like almost every other operation.
When meetings are set up, the main objective should be to ensure that everyone is on the same page. This will, in turn, ensure that the goals and aims of the meetings are accomplished promptly.
According to studies, the average time spent on meetings stands at roughly about 18 hours per week. In the majority of this time, you might not make much progress. You and your team members may find yourselves getting nowhere. In this regard, it does not come as a surprise that many employees consider meetings a waste of time and effort.
Apart from time, an ineffective and poorly managed meeting could also result in a loss of funds. In large corporations, a handsome amount of money is spent every week to organize meetings.
In an organization, meetings provide a platform for different departments to come together and exchange ideas and perspectives.
Attending meetings is near to unavoidable in any organization. They play a vital role in how the organization operates. You can hate or love meetings all you want, but you can't function effectively without them. Due to this reason, there is a need for proper and effective management of meetings by managers.
As a manager, you can follow the below-listed strategies to organize and manage effective meetings.
There Should Be a Clear Objective
It would prove to be more helpful if you correctly outlined the purpose of the meeting. There should be some aim and reason of the meeting, like to conduct a discussion, and will be more effective if all the participants effectively participate on the agenda points.
The meeting can be called to evaluate the progress of previous tasks' progress or share department /company results. Whatever the reason may be, you need to ensure that it's specifically spelt out.
You will achieve close to nothing, and you know your management will be labelled as ineffective if all of this isn't planned out the right way or not planned at all.
Consider Moving Offsite
The participants must attend with a proper understanding of the meeting outlines. There's no point in the meeting with low energy, blank faces, and lack of ideas and enthusiasm. Time and again, when this happens, it signals that it's time to move the location of the meeting from the office to somewhere else to avoid meeting fatigue.
You need to move the meeting from the usual setting to a fresher environment. You can move the meeting from your office to any other room available within the building.
In this way, there will be a much-needed change in scenery, acting as a jumpstart for the employees and making the meeting more vibrant.
You could seek their feedback after the meeting – if they appreciated the change of setting or not. You need to bear in mind that they will be most productive when they're at ease.
Make Adequate Preparation.
When you call the meeting, you need to make sure you're fully prepared for it. All the papers and necessary information required to conduct the meeting properly is ready. It would help if you also had a checklist of everything you want to cover in the session. Basically, you should have an agenda and work around that.
Although just having an agenda is not enough, you need to follow it religiously and provide all the necessary information. Between us, it is relatively easy to lose track of what you were saying during a meeting.
Side discussions and deliberations may arise in the forum due to lengthy discussions on the same point. If you don't pay close attention to this, you may end up losing focus, and the meeting will be deemed ineffective at the end of the day.
Try to Avoid a Crowd
This point speaks for itself. You need to remember that only the people who have to be there should be there. The employees who have no business should not be present in the meeting room.
Meeting with fewer employees is much more fitting to handle. The distractions are eliminated, and you can focus on the important and relevant points on the agenda.
Final thoughts - In order to be an effective manager and leader, you must take the time to plan and prepare for your team meetings, whether they are held every week or once every month.