Mastering the Art of Meetings: Strategies for Effective Management and Participation
Updated: Mar 26
Meetings were designed to boost productivity and effectiveness in the organisation, 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 organise meetings.
In an organisation, meetings provide a platform for different departments to come together and exchange ideas and perspectives.
Attending meetings is near to unavoidable in any business. They play a vital role in how the company 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 organise 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 for the meeting, like conducting a discussion, and will be more effective if all the participants effectively participate in the agenda points.
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 a 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.
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 are 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.
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.
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.