Many business executives groan every time that they hear that they need to attend a meeting. Once there, these professionals usually think about the more important tasks that they should be doing while the conference is going on.
If you are the one in charge of the meeting, then here are some tips that you might want to consider to host a better session.
Pick the Right Time of Day
According to a study that looked at over 2 million responses, scheduling a meeting at 2:30 PM local time on Tuesdays is shown to lead to the most effective meetings. Researchers found that scheduling meetings on Mondays are counter-productive.
This is because people want to get their agenda for the week organized and started. Scheduling meetings late in the week means people are thinking about their weekend plans. Try to avoid meetings first thing in the morning and right after lunch, as people tend to get sleepy.
Choose the Right Location
Choosing the right location for a meeting can make all the difference. If your office doesn’t have space and you don’t want to have a purely digital meeting over video conferencing, then you could rent or reserve a meeting room elsewhere.
Make sure that the place has the audio-visual equipment that you need to use or furnish it yourself. Choosing a location featuring nature or sunlight can encourage creativity.
Stick to an Agenda
Each meeting should have an organized agenda. Prioritize items that everyone present needs to know about. Then, dismiss people or plan breakout sessions for things that only affect part of those in attendance. Publish a list of questions ahead of time that participants should come prepared to discuss as this helps people organize their thoughts. Let participants know ahead of time how their input will be accepted before or during the meeting.
Invite with Purpose
Unfortunately, business people frequently find that they must attend many meetings. Make it a priority to only have those people participate who need to be part of the meeting. Then, let those in attendance tell those working under them the essential facts from the meeting or publish and post a meeting wrap up.
Use these tips and your ingenuity to run productive meetings. The result will be that people stop hating going to your meetings and see them as a useful tool during their workweek. Keep meetings on point by involving only the people who need to be there.
Over To You
Leave a comment below, here are some thoughts we had we would like to hear your opinion on:
- How long do your meetings normally run for?
- What do you dislike most about meetings you go to?
- What are some other ways you can think of that would make a meeting better?