As the frequency and variety of meetings increase, it seems that the efficiency and productivity of these meetings often decrease exponentially. Most participants quickly determine whether the meeting was productive and fruitful, or whether it was just a formality under a certain agenda or business system. Although those present acknowledged the inefficiency and ineffectiveness of the meeting, only formality allowed it to proceed.
Are you part of a meeting or are you holding inefficient, unnecessary, and often expensive meetings that do little for the organization? Whether you're attending a meeting or organizing a business meeting, these given below tips will help you increase the effectiveness of the many meetings you'll meet throughout the year.
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Prepare and distribute the time agenda in advance.
The program itself is valuable, but real accomplishment takes time to devote to each item on the agenda. The timing of each discussion ensures that one element doesn't take up all of the time allotted to the meeting. Assign someone to monitor the duration of the discussion and support the workgroup.
Meet only when necessary.
Meetings are most effective and productive when decisions need to be made or outcomes discussed in a critical phase of the project. Simple status updates can be reported to intermediate alerts leading to the meeting. If no significant progress has been made and there are no real discussions that require attention, skip the regular sessions and provide only temporary updates.
Get your appointments online.
The effectiveness of online meeting software makes it easier and more efficient for groups to get together. Instead of traveling to public meeting points, arrange online meetings for as many regular events as possible. It not only saves time and money, but it also provides an easy way to document meeting notes and discussions.