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Ways to Improve Meeting Productivity - Finnegan Pierson - Blog

Ways to Improve Meeting Productivity

Many employees consider meetings boring and unnecessary, often doing other work or checking their phones when they should be paying attention to the issues being discussed. Whether you’re planning a weekly staff gathering or a seminar about a pertinent topic, ensure your staff members are motivated to participate in the discussion with a few techniques to keep the get together interesting, focused and productive.

Find an Effective Space

Rather that hold a quick session in the office cafeteria or even in a cramped conference room, find meeting rooms in New York that can create a professional and distraction-free atmosphere for the gathering. Hotel meeting rooms often make ideal settings because they provide ample space, work stations, equipment and refreshments.

Create an Agenda

Put an end to rambling meetings by writing an agenda that you can follow throughout the session. Identify not only the main goal, but also who will present information, what specific questions you’d like answered and how long the assembly should be. Be sure to send invitees the plan several days in advance so they can prepare their statements, questions and concerns. If you’re having trouble solidifying an outline for the gathering, perhaps it’s because the get together isn’t necessary after all. If you’re more effectively able to solve the issue via an email or a phone call, choose that route instead of asking everyone to take time from their workday to attend a lengthy conference.

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Schedule Vital Items Early

Once you’ve set the meeting for the proper time when everyone is alert and available, ensure you accomplish what you hope to by covering the most important items first. Although you may intend to keep the gathering short, sometimes unnecessary discussion can prolong it and cause attention spans to wane. If someone begins to derail the conversation with a problem that doesn’t pertain to the agenda element you’re currently discussing, ask him to email you so you can add a topic to the schedule for the next get together.

Limit the Guest List

Determine which staff members truly need to attend rather than sending out a blanket invitation to the entire company. If too many non-essential employees attend, you may end up with too much input that isn’t important to the issue at hand or have to deal with several people tuning out, lost or socializing because they don’t really feel a part of the discussion.

Distribute Notes

As the meeting progresses, take detailed notes to share after the session ends. Ensure the record features action items that different staff members should accomplish in the coming days. Specify who is responsible for completing each step, the desired outcome and the amount of time the tasks should take. Send the information to the entire staff rather than just the attendees – the material will keep everyone in the loop and also keep those with action items accountable for their jobs.

Follow Up

Improve the success of the current and future meetings by following up with attendees and requiring feedback. An anonymous survey will allow employees to discuss the relevance of the agenda, the preparedness of presenters and the length or focus of the gathering, for instance. Asking for opinions about the get together will allow staff members to feel heard and will generate constructive criticism that can help make your next session an even more successful one.

Don’t waste you or your employees’ time with meetings that serve no real purpose. By following a set of guidelines each time you’re about to plan a staff gathering, you’re sure to only schedule them when absolutely necessary. This can help ensure that the attendees will participate fully and get the most out of the time spent together.

Publish Date: November 5, 2019 1:19 AM

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