Team meetings are, if not anything else, expensive. You know the value of your time – it is precious. And the value of time of all the people in a meeting room put together; several times more precious. Add the cost of interrupted work flow to it and the expense knows no bounds.
But can we do away with these costly moments of corporate tête-à-têtes? However, redundant or time-expending these may seem, team meetings are inevitable to discuss business growth, strategies and achievements of any organization, irrespective of its size.
Benefits of a productive meeting have the potential to outweigh associated costs. As a team leader you must take the responsibility to ensure that your team meets more wisely and hence more fruitfully
These are the 7 tips to make your team meetings more productive.
1 Change the Meaning of the Word Meeting
The word ‘meeting’ may remind your team members of a colleague’s catnaps and their incessant yawns as the meeting dragged on interminably. Don’t think of your meeting as a meeting but imagine it to be a good team exercise, a time-saving one, and a work-flow-improving one. Changing your team’s perception about meetings is the first step towards making meetings more dynamic.
Productive meetings translate to fruitful communications and in turn, lead to enhanced agility among employees.
2 Build Up an Irresistible Atmosphere
As a team leader, you must let everyone know that the imminent meeting will be a very energetic and an extremely focused one. It is important to create a sense of urgency in your team members so that they look forward to attending the meeting. Set the mood for a dynamic conversation and a meeting that no one wants to miss.
3 Ensure that the Everyone Participates
Imagine this. What do you get if you present before your team the branding strategies put forth by the marketing chief of your company, and ask them for their inputs on the subject? Blank stares, we bet. A meeting that reaches this point will definitely be one of the most unproductive, time-wasting ones.
Instead, maybe you could send them the presentation in advance and ask each of them to present their views on the same at the forthcoming meeting. This is the perfect way to initiate flow of inputs and sustain the spirit of the meeting. By doing this, you have tacitly set expectations that everyone needs to participate and contribute. No one gets to enjoy the ride merely being a passenger.
Such a meeting will not constitute of a minute of boredom or inactivity, and will be an epitome of healthy communication.
4 Leverage the Effectiveness of Wall Space
Visuals matter a great deal. Have you noticed that any organizational area buzzing with activity has its wall space entirely filled either with planning framework or some type of real-time info?
Ensure that the wall space of your meeting room or area is replete with attention-grabbing fliers. Involve your employees in creating, charting and affixing those, to get them all geared up for the ‘event’.
5 Make the Meeting Indispensable
A meeting is a means to accomplish set targets. Give it the importance it deserves by conducting it only with an absolute purpose; for instance, to solve a problem, establish a strategy, or improve upon an existing process.
It is possible that the goals of a meeting that you have planned for the next week can be accomplished merely by a discussion over emails. Conducting such a meeting would be a sheer waste of time and resources. Ensure that holding a meeting is crucial and not merely a subject of convenience for you.
6 Plan the Agenda Well in Advance
After deciding whether the meeting is absolutely necessary, pen down what you aim to accomplish from it. Defining the purpose of the meeting clearly will help you and your team focus better.
7 Assign Each Team Member a Responsibility
Involve everyone in pre-work for the meeting. Assign specific tasks to every participant to help the team make collective progress. This could include preparing charts, graphs, gathering information, statistics, et cetera.
These are the 7 tips to make team meetings more productive. Get started with these right away to turn your next meeting into the most productive one ever!