One of the most traditional practices within companies are the famous meetings. Be these meetings one by one or group, are designed with the intention of addressing those key situations that make up the day-to-day business and lead to progress or delays in the processes. Usually, The meetings seek to achieve real and efficient solutions that encourage the creation of innovative business strategies.
However, effective meetings are not always achieved. On the contrary, on many occasions these spaces cause workers to waste a lot of time and never reach the solutions they are looking for. This is the reason why many members of companies fear them or flee from them.
But it is not fair to let this strategy lose. If done properly and at the right time, they can have successful results. Therefore, throughout this article we will present some strategies to make meetings very effective.
For fewer escape routes and more motivation! Strategies for more effective meetings
Infographic offered by Wrike – Online Project Manager
1. You don’t need so many participants
The first of the most effective meeting tips has to do with the number of participants that are part of it. There is a misconception that the more people in the meeting, the more important it becomes. However, the truly essential is to invite people whose roles can add value to the objectives who seek to fulfill the activity. Many times less is more and meetings are no exception to the rule.
2. Time can be reduced: make sure it’s enough
Just as it is believed that the more participants, the better the meeting, it is also believed that the more time it is used, the efficiency increases. But the important thing about time is that it is used properly. In other words, if you have an hour, it is divided in such a way that the main issues are dealt with and space is given for the approach of recommendations or questions.
3. Stay focused!
No. Meetings don’t have to be boring. On the contrary, It is essential that you seek to capture the attention of the participants from the first moment. Attract them with an anecdote, a curious fact or an interesting figure. May the meeting become a motivating conversation, with space for everyone.
4. Clear goals for focused minds
You cannot expect the members of the meeting to stay focused, attentive and interested if they do not know exactly what the reason for the meeting is or what they want to achieve through it. For this reason, it is essential that, at the beginning, summarize what the meeting is about and why it is important. Thus, each member will be clear about their role and the way in which they can participate.
5. Create a program, plan!
Although meetings can encourage spontaneous conversation among team members, it is essential that this be based on a specific program. Said program must make clear the points to be discussed and the steps that will be followed in search of the fulfillment of the objectives. Planning will make the process easier for everyone.
6. Incorporate creative tools into the meeting
Not everything can be talk and talk. Complement the explanations and expositions with stimulating tools that exemplify and clarify the topic that is being treated. Within these tools are mind maps, drawings, photographs, audios and other prototypes.
7. Avoid distractions and the use of devices
If your meeting has included the above tips, then there is no need for it to feature individual use of electronic devices. The team should not be distracted, on the contraryyour attention should be directed to the speaker and the discussion points that will be addressed.
8. It is always good to assign a person in charge
Because meetings often cover a variety of tasks, the process can be a bit overwhelming for members. For this reason, it is advisable to assign a person responsible for each task.. Thus the procedure will be clear and the roles will act appropriately for compliance.
9. Everyone must know who will do what and at what times
Lastly, just as you have someone responsible for each task, you must also assign teams to carry them out. At the end of the meeting, ask your team if they are clear what are their roles and responsibilities and in what time they will comply with them.
Thus we come to the end of our article on how to achieve more effective meetings. We hope they have been useful and that you put the tips into practice as quickly as possible. Remember that any tool is essential to achieve success with meetings.