Business meetings are often lengthy, boring, sometimes we can’t do anything productive in it, and you take away precious time that you spend on the job. They usually represent several hours session and often are in a spirit of competition of authority, and sometimes attend them and the people who are not directly involved in the process, or it will be just one connection in the chain of execution of the project but have no role in its design.
Why the meetings are important
Here are the few key reasons why meetings are serious as other processes in the company:
– Meetings are good for performing faster and easier transfer of information. At the meeting, all its participants are gathered in the same area at the same time. In this way, it increases the chance that all the important information reaches those they are intended for. There are no such things as “I did not get mail” or “something is disconnected, I’ll call you later.”
– The meetings provide a contact person. This means that communication is the same on the verbal and non-verbal level. You can’t only listen what others are saying, but you can follow the accompanying non-verbal communication, which is the written communication almost impossible, while in the oral is partly. In this way, you can check whether nonverbal messages complements verbal or is it in contrasts.
– The meetings contribute to the feeling of belonging. When the entire team is assembled in one room, it can be a rare opportunity to be all together. By including all present people in the theme of the meeting you might encourage a sense of belonging in them, not just to the team, but to the company itself. That feeling is much stronger than a meeting when an employee is sitting alone in the office and perform his daily chores.
– Meetings can improve the efficiency of communication. On the meeting usually, one person talks while the others listen to it and so on, in this way, one information certainly reaches all participants in communication at a time. You do not have to think about whether someone received a message, video mail and got an important announcement. The fact that he is present at a meeting, the information that everybody speaks about has arrived at him.
But business meetings can also often cause anxiety, boredom or frustration in those who attend them. If you are in a position to organize them, here are a few golden rules to avoid spending your time on unproductive meetings:
1. Send an e-mail with the schedule of the meeting’s topics, 24 hours in advance to everyone who needs to be present. Ask them to be sure to read and reflect on the points and issues that are most important to them.
2. Tell all employees (and superiors) to come at least five minutes early. You will save a lot of time. Each entry and stopping distract the attention and interfere the speaker and the audience, then again you need some time to get back to the topic
3. Stick to the rules “Five or fewer people”. The number of people who attend the meeting should not exceed five. The fewer people in the room the greater is the chance that it will unwind productive conversations. If there are too many people in the room, the meeting can be outvoted and energy waste, where the best ideas will emerge, but only the ideas of those who are the loudest. Every leader must have the ability to adequately filter out the people who are most important for the design part of the project, as well as those which will only execute business processes and whose presence is not essential to the meetings. If it takes more than five people to be involved in the planning, the best solution is a little “micro” meetings with different people.
4. Come prepared. In this way, you save your time and your employees. Prepare your presentation so you can leave as little space for doubt. In addition to what you have to say, think about body language. Body language will be the easiest way to pay when you are not prepared.
5. Be physically active during the meeting. You should not stand all the time during the meeting, but also keep in mind that sitting deprives both physical and mental dynamics of the meeting. Use presentations and table and invite your associates to write down their ideas and explain it in front of everyone. This will make the meeting more interesting and will encourage everyone to get involved.
6. Restrict tablets and phones during the meeting. If it’s tolerated for everyone to answer at least on one call, it will take much time to everyone and reduce the quality of the meeting. Reading and replying to e-mails may also draw the attention. It only takes one person to be on the phone that meeting becomes totally unproductive. The best solution is to keep meetings short and intense, but in that short time completely rule out the option that someone is engaged in anything outside the room.
7. Set a time limit. If you do not limit the time, the meeting may be prolonged indefinitely, but it can also affect the lack of decisiveness and energy waste in the long side of the story. Timeout business meeting will help everyone to strictly focus on the theme of the meeting that they as much concisely as possible present their ideas. And above all – the time limit can be a good reason to stop someone if they dissolve into the speech.
8. Do not focus on the problems. At the end, it is crucial for every business meeting to be out of it to get out of the results, decisions and solutions for potential problems, and not worry about them. If a meeting is reduced on the listing of the problems and critics of every possible idea, it will not take you anywhere. Business meetings must be full projections of future results and solutions of potential problems.
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