How To Held Productive Business Meetings

Meaningful meetings help firms become more dynamic. These sessions can inspire employees. So it is really important for you to learn how to held productive and meaningful meetings. Research and studies shows that over 75% of meetings waste time and cost significant sums. Get a Klu, a corporate coaching and training consulting firm found that professionals lose 31 hours monthly to unproductive meetings. Besides, they show that of the eleven million meetings held in the U.S.A daily, half are wasteful meetings. If the meeting doesn't turn out well-the agendas are not fully covered, the employees didn't learn anything, or the objectives are not met-you already lose as much as $100 for every hour for each of the attendees. Curtailing wasteful meetings boost personal effectiveness and morale and improve company-wide productivity.

If you want to hold meaningful meetings and productive meetings here are some important elements to do that.

There are few basics which will make the every attendees to be effective at the meeting.

• Convener
• Purpose
• Agenda
• Planning
• Invitees
• Meeting Etiquette
• Process Consultant
• No disturbing electronic devices
• Evaluation

Convener

Conveners have a responsibility for making meetings meaningful to produce specific results compassionately. They arrange the meetings including developing the purpose, agenda and expected outcomes with relevant people. And ensure the right people record highlights and take needed actions.

The convener needs someone to look at the process during the meeting. So the discussions won't go off topic.

Moreover, meeting should agree action items. Someone should record key developments and specific follow up activity for each proposal including the following:

• Who - responsibility for specific action
• What - nature of action
• When - timing of next feedback
• Cost - source of resources necessary until next feedback

Purpose

Sometimes people call meetings out of habit. They hold weekly and other meetings because that's been happening for years. But holding meetings without purpose is just a waste of time. Each meaningful meeting must have a purpose. There are at least 03 meeting categories as information sharing, accountability and problem solving. If there is no any special purpose to hold meetings then let the employees do their work. It'll better to work for your company or business rather than wasting time just sitting around a table.

Agenda

It should indicate clearly items for discussion that you are going to talk about and make sure that you can cover everything. It's also advisable to allocate time duration for every topic to avoid beating around the bush and to help you facilitate the discussion. And also it should show the people who are responsible for each item and the expected meeting outcome.

Planning

Don't just call for a meeting right away unless it's absolutely necessary. Make sure that you can plan it well ahead of time. And inform them days before the scheduled meeting. By doing this they will not have slimmer chance of having an excuse not to attend. Moreover, it'll motivate them to look forward to the event. So that they can start preparing a list of concerns, topics or issues they hope you can tackle during the meeting. Plus, they can readjust their personal or work schedules to accommodate this assembly.

Planning will also ensure that you can have all the materials and supplies you need covered venue, sound system, projectors, manuals or handouts, pens, markers, microphone and even food for all the guests.


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Invitees

You must invite only the people who are related to that particular discussion. It would be useless to keep all 100 employees at the venue when the last three topics are only meant for the 50 of them. The size and invitees will vary based on the issue. If the meeting is to share data or receive reports from others, only those folks relevant to those matters should attend. 

Apart from that the invitation should show the start and end times, and time and responsibility for each agenda item. The meeting should not last longer than 45 minutes to an hour-and should stick to the allotted times.

Meeting Etiquette

Meaningful meetings mean proper time-keeping and the following meeting etiquette. Meeting etiquette include not talking on cell phones or side discussions in the room, no latecomers allowed, If someone leaves the room to take a call or to talk with a colleague, that person is not allowed to return, no extraneous discussions, meeting will end on time and each topic will get its planned time, no interruptions while some one is talking in the meeting and each person present is valuable.

Process Consultant

When the focus is only on the result, shy folks and others who do not want to vie for air-time won't speak. Others will talk, but will offer little. A process consultant who sits beside the convener to focus on the process and informs the convener, with no distraction, about deviant process issues is vital for a meaningful meeting. A well-versed consultant will watch the flow of discussions and ensure folks who would be reluctant to speak, but who wish to speak, offers his and her views on central issues. My experience is that these reserved folks have the most notable positive impact on the meeting's outcome.

No electronic devices that disturb the discussion

The meeting should be realistic and need many face-to-face discussions because of the need for human interaction. So it is a must to not allow electronic devices rather than for showing presentations, documents and note taking. It'll increase the probability of a meaningful meeting as nothing there is take away the people's attention. 

Evaluate



















It is necessary to get their feedback, so you will know the areas that you need to improve on and to see if you have met your objectives. After conducting a meeting, make it as a habit to send out an evaluation form to all of the attendees. 


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