Productive Management of Meetings
Productive Meeting Management involves having the skills to manage meetings effectively and thereby making them more effective and includes clear communication before the meeting, during, and after, to ensure that objectives are met and goals satisfied.
Our research suggests that employees can spend up to 40% of their work time in meetings, which eats into their busy work schedule. So what if there were some smarter ways of making meeting times more productive, saving us and our businesses precious time. Would you like to know more?
Content of the Productive Meeting Management Workshop
Setting a clear agenda
Facilitating and leading meetings
Actions and follow up methods
Tricks and tips
Learning Outcomes of the Productive Meeting Management Workshop
Delegates will learn how to make meetings more structured and engaging. Learn how you get everyone involved round the table so that all attendees have a purpose and a goal. Turning up for meetings without knowing clear objectives is more common than you think so it’s really important to bring clarity and purpose to each meeting. Ultimately you want to save time, which in turn will save your company money.
6 key pointers for Productive Meeting Management that may help you along the way.
Do you really need to hold that meeting?
If your meeting can be replaced by another method, then do it, particularly where follow up meetings are concerned. Meetings should only occur when they will be productive and nothing else will do, when you need a selected amount of people in the room, to achieve a given purpose.
Avoid certain meeting times
Try not to hold a meeting very early on or late in the day, unless your environment specifically dictates it. Studies have also shown that meetings held right before lunch, or during lunchtime without providing food, are less productive, as people tend to be hungry and distracted.
Create an agenda and email it to attendees in advance
Productive meeting management begins with an agenda sent well in advance (at least a day) that includes the required attendees and materials, topics to be discussed, goals, and a start and stop time. Show the agenda on a screen too as this will help to keep the focus and keep the meeting on track.
Invite the right people
Organisers of meetings can leave people out who should be in or invite people who don’t need to be there. So, before calling the meeting, think about who really needs to be there and only invite those who can and will contribute. Finally, ensure that everyone understands why they’re invited and how you’d like them to participate.
Hold meetings in a bright, well-lit space with comfortable seating
Choose a room that gets plenty of natural light and ensure that everyone has enough space to sit comfortably. If you ask people to sit in a dull, fluorescent-lit room with poor seating, you will not get the best out of them.
Keep meetings short
Try to keep meetings productive by keeping them to no more than 30 minutes. People have short attention spans. By keeping meetings to 30 minutes, you have a better chance of holding people’s attention.
Make sure that you make meetings interesting and engaging as well. There is nothing worse than anticipating another boring meeting with little or no purpose. If you are the facilitator or organiser, don’t take over the entire session, no one will thank you if you are the only speaker. Build-in slots for different people, give them a purpose, and make them feel that are contributing to the greater cause.
For further information about the availability of the Productive Meeting Management Workshop contact us now on 0800 612 4826
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