What's the first thing that comes to your mind when you hear the word meeting? A meaningful encounter that moves you forward or rather a feeling of slight boredom whilst scrolling through your mailbox, and playing Candy Crush?
Work meetings are inherently a powerful tool. They're a vortex of personalities, team know-how, the latest news, and ideas. But how do you tame this vortex and use it to your advantage?
Many meetings are doomed to fail before they even start. If you are planning a meeting and want it to be really effective, ask yourself these four questions first:
1. Do we really need to meet?
This question may sound completely trivial at first. But haven't you ever caught yourself at a meeting thinking: What are we actually doing here?
Personal meetings are not always the best option. Consider whether you couldn't solve the issue just as well (or even better) via email, team app, or a shared document.
If so, take advantage of these means, and you will save both your time and that of your colleagues.
2. Whom should I invite?
Here comes the game with scales. If you invite too many people, there will be chaos and you won't solve anything. If you invite too few people, the rest won't be up to date.
In this case, less is really more. Invite only those people, who are most closely involved with the issue and have something to say about it. But also don't forget about the rest of the people involved.
Focus on the meeting minutes – write them down along with the conclusions and share this information with the team to keep everybody in the picture.
3. Will everybody come prepared?
Do you usually hold half-hour meetings of which the first 15 minutes are dedicated to the introduction? You can simply skip this part. Write all the necessary information in the invitation, outline the agenda, and put down all questions to be discussed.
Thus, everybody can prepare in advance and come up with new ideas and approaches. This way you can save time at the meeting and focus on discussion.
4. What should the outcome of a meeting be?
This is the point that really distinguishes successful meetings from the unsuccessful ones. Can you define a specific goal you want to achieve during a meeting? Write it down.
You didn't manage to crack this problem during this meeting? Never mind. Take the newly acquired information, transform it into new tasks, and delegate them among the team. At the next meeting you will already be one step closer.
Are your meetings ineffective? Change them!
Meetings are one of the key areas we in Beenia focus on, aiming to streamline team collaboration. Are you curious to learn more about this topic? Contact us and we will help you make your meetings more effective.