Wasting time with unproductive meetings?
Use these tips to improve.
If you look at your work calendar right now, how many meetings are scheduled over the next week: Too many, right?
We all hate unproductive meetings. We spend hours in unproductive meetings. That’s a lot of wasted time that costs companies billions every year.
Want some more interesting statistics in regards to meetings?
91% of attendees have admitted to daydreaming
96% have purposely missed meetings
39% have slept during meetings
45% feel overwhelmed
73% do other work
47% believe meetings to be the number one time-waster
The purpose of a meeting is to discuss something face-to-face to get things done. When run effectively, meetings foster collaboration and communication, keeping employees motivated. A staff meeting, for example, can cover critical topics that affect the entire department or company. But, if it’s not well organized, collaboration and communication are undermined; attendees may come out of the staff meeting wondering if it was really necessary.
Are there ways to improve the productivity of your meetings?Yes!
Here are tips to make sure your meetings are productive and more effective.
*Set the Purpose and Objective.
Be clear on why the meeting is taking place, what is expected of people and what the meeting will be about. If not, a meeting can turn into an aimless social gathering with people wondering why they are there instead of a productive meeting.
*Set an Agenda.
Every meeting needs to have an agenda decided beforehand so attendees know what to focus on. Attendees get prepared for meetings and have the slides, agenda or meeting documents prior to the meeting to review. If they are prepared and on the same page, than the meeting will run quicker.
*Select the right attendees.
Each person attending should have a role and be there for a reason. If meetings are too large, then only a few people may dominate without any input from others. In addition, there should be a designated decision-maker who is responsible for keeping the meeting productive and on track.
*Keep it short.
Time is valuable. The average meeting length is 31-60 minutes, a convenient correlation to calendars that offer you increments of 30 and 60 minutes for scheduling, but that doesn’t mean every meeting has to be this long. Keep the meeting as short as possible. Since a third of meetings are unproductive, have fewer of them and cut out ones that aren't critical. Don’t aim to fill the time; aim to complete the objective. If every item on the agenda is done in ten minutes for an hour-long meeting, end it there. 37% of meetings start late because people arrive late. This leads to people being disrespected, embarrassed and frustrated, driving down performance. It is important to start on time and end on time.
*Record action items and responsibles.
The meeting should end with which courses of action to take. Action items help people understand what is next, who is responsible for what and when it will be done. Send a meeting minute to all attendees.
Instituting and adopting these changes cannot be done overnight. It is important to get buy-in from everyone so they are committed to this new system. It isn't an event, but an ongoing process. Don't be discouraged if things don't turn out the way you want immediately. As people begin to see the benefits of making meetings more productive, the momentum can help continue the process and reinforce the benefits for everyone.
iMeetingz can help you improve productivity and efficiency of your meetings.