As the leader of your business, you set a precedent for how your employees perform in the workplace. Facilitating a productive meeting goes hand in hand with good time management, and saves the company money. Although meetings are beneficial for brainstorming and addressing general concerns within the company, they are sometimes labeled as boring and unproductive. By creating and enforcing the right guidelines for your company meetings, you will see less yawning and more results in the conference room.
Set an Agenda
Write down every topic that you would like to cover and the goals you’d like to accomplish before calling a meeting. If you’re able to, send out this agenda so employees know what to expect from each meeting and can come prepared with comments and questions.
Start on Time
If meetings don’t start on time, there’s a good chance that they won’t end on time. Don’t enable latecomers by starting the meeting when they arrive. When you start on time, your employees will know it’s not okay to show up late to their scheduled meetings.
Stick to the Agenda
Meetings have a way of going off topic, and before you know it you’re 45 minutes into an hour-long meeting and you have 4 more topics listed. Assign a certain amount of time for each subject and try to keep the discussion within that timeframe. It’s also important to alert employees when they go off topic, reminding them that there is limited time to discuss everything.
Spare Some Extra Time
Prepare to get through your points ten minutes early so your employees can have the floor. This should give them the chance to address concerns or updates they have and decrease the number of times your meetings fly off topic. If they bring up an unrelated subject during the meeting, politely remind them that there will be time toward the end to discuss.
Set a Timer
The reason a lot of meetings don’t end on time is because we get so caught up with the agenda that we don’t realize we’ve gone 10 minutes over. Meanwhile, your employees are looking at their watches thinking about the pile of paperwork waiting at their desks. Set a timer and commit to ending the meeting when the buzzer rings. If you want to ensure you make it through the agenda, set another timer to mark the halfway point, so you are always aware of how much time is left.
Make sure your staff is aware of the guidelines you’ve implemented for meetings and don’t forget to follow through. Simple actions like starting on time and sending out an agenda can improve the productivity of your meetings and save company time.
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