{"id":8144,"date":"2022-06-27T23:08:13","date_gmt":"2022-06-28T04:08:13","guid":{"rendered":""},"modified":"2022-07-09T18:31:29","modified_gmt":"2022-07-09T23:31:29","slug":"8-ways-to-run-more-effective-meetings","status":"publish","type":"post","link":"https:\/\/premierpayrollpartner.com\/8-ways-to-run-more-effective-meetings\/","title":{"rendered":"8 Ways To Run More Effective Meetings"},"content":{"rendered":"

 <\/p>\n

Meetings are often a source of contention in the workplace. Have too few meetings and people feel disconnected. Have too many meetings and people feel that their work is being interrupted. Meetings that are too short might not accomplish enough, while those that are too long lose people\u2019s attention. According to a recent article published in Business Insider, there are approximately “11 million meetings every single day in the U.S. and a third of them are unproductive.” Over the course of a year, it is estimated that “$37 billion is lost every year due to unproductive meetings.”<\/p>\n

With some planning and preparation, you can easily turn your meetings into a productive, pleasant experience. Your attendees will come away feeling good and looking forward to the next one. \"\"<\/p>\n

Define the goal<\/h3>\n

Meetings take time out of everyone\u2019s day so make sure everyone knows the point of getting together. That way, they aren\u2019t left wondering what the purpose of the meeting is, and they\u2019ll feel more prepared when everyone gets together. Defining the goal can also help you stay on track, meaning you\u2019ll be more efficient at getting things done.<\/p>\n

Choose participants with diverse perspectives<\/p>\n

The purpose of a meeting is to get everyone on the same page. But it\u2019s also an effective way for you to quickly learn things that you may not have considered about the project. Have a good mix of different voices at the table to get the most out of everyone\u2019s time.<\/p>\n

Before inviting a person to the meeting, ask if it\u2019s absolutely necessary they attend. This isn\u2019t to exclude people, it\u2019s to protect their time. If their expertise or role doesn\u2019t match the topics being discussed, don\u2019t invite them. They\u2019ll value meetings much more if they\u2019re only included in sessions that their insights would be useful for.<\/p>\n

Create an agenda and send calendar invites<\/h3>\n

This may seem basic, but it can\u2019t be stressed enough. Lay out the timeline for your meeting, break down how long you\u2019ll spend on each topic \u2013 and then stick to it! Keep people on track by allotting a certain amount of time for discussion and stepping in if the talk gets unfocused.<\/p>\n

Send out the agenda to your attendees in a calendar invite. This lets everyone know how the meeting will go, and gives you a chance to see who will be there. It also gives them the opportunity to decline to attend if they see that their presence isn\u2019t necessary based on the agenda.<\/p>\n

Define roles and leaders<\/h3>\n

One of the quickest ways you can lose attention is if someone doesn\u2019t understand why they\u2019re there. Make sure that everyone knows why they\u2019re part of the meeting, and what their role is on the team.<\/p>\n

Create a safe collaboration space<\/h3>\n

This looks different across businesses, but everyone has to feel comfortable enough to contribute. Start the meeting with some ground rules. This helps everyone understand how and when to jump in, and ensures that you won\u2019t have a few attendees dominating the conversation.<\/p>\n

Never use a meeting to publicly blame or shame. Use positive reinforcement to showcase achievements. Don\u2019t use the opportunity to highlight shortcomings.<\/p>\n

Additionally, make sure the room is physically comfortable. Good lighting and airflow, as well as refreshments, go a long way to put people at ease.<\/p>\n

Finally, ask for feedback. This shows your group that the meeting is a two-way street. Your goal is collaboration and team improvement.<\/p>\n

Only have meetings that are necessary<\/h3>\n

\"We\u2019ve all seen the memes and the videos<\/a>. The last thing you want to hear as your attendees leave the meeting are whispers of \u201ccould\u2019ve been an email<\/a>\u201d as they roll their eyes. If the purpose of your meeting is to download information, save everyone the trouble \u2013 just send an email!<\/p>\n

A meeting is an opportunity to exchange ideas and information quickly among a group. It\u2019s about the perspectives you\u2019re bringing together and the importance of those perspectives being shared with everyone at the same time. If something could be shared in another manner, use that. Save meetings for topics and issues that are important.<\/p>\n

Engage equally to ensure participation<\/h3>\n

With hybrid work here to stay, many attendees will be joining virtually. It\u2019s a tricky balance, but make sure you\u2019re engaging with both groups.<\/p>\n

Additionally, don\u2019t assume that because someone is quiet they have nothing to share. They might be hesitant to speak up or not want to interrupt anyone. Before you move on from a topic, address participants individually and ask if they have any thoughts they\u2019d like to share or questions to ask.<\/p>\n

End with clear actions, owners, and timelines<\/h3>\n

Don\u2019t let anybody leave questioning the point of the meeting or what they\u2019re supposed to do next. Give everyone a sense of purpose and direction, and clear due dates for their tasks.<\/p>\n

Final Thoughts<\/h3>\n

There\u2019s a lot to consider when planning and running a meeting, but with a bit of preparation you can make it a worthwhile exercise that attendees truly value. It\u2019s nice to get together face-to-face, especially if everyone feels included and like it was a good use of time. A chance for a coffee and a chat with colleagues doesn\u2019t hurt either. The next time you schedule a meeting, using these effective meeting tips will help ensure that your time is well spent and that your meeting is productive. For additional reading, Harvard Business Review published an excellent article that may be of interest – Stop the Meeting Madness<\/a>.<\/p>\n

 <\/p>\n

\"\"<\/p>\n","protected":false},"excerpt":{"rendered":"

  Meetings are often a source of contention in the workplace. Have too few meetings and people feel disconnected. Have too many meetings and people feel that their work is being interrupted. Meetings that are too short might not accomplish enough, while those that are too long lose people\u2019s attention. 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