There’s no denying that there’s a lot of businesses out there who suffer from ineffective meetings. While all meetings are held with good intentions, it’s safe to say that many get-togethers can actually do more harm than good, especially when it comes to overall output and productivity.
However, meetings are an essential part of modern-day business and help to promote communication: the key to a successful business. Today, we’re going to explore the five ways you can help nurture your meetings to become at least 10x more effective, ensuring they’re worth the time you’re spending on them.
1 – Manage the Timeframe
If you’re hosting a meeting that’s going to last half an hour, you need to make sure it’s only lasting half an hour. Timeliness is essential when it comes to meetings because overrunning the mark can have a severe knock-on effect on everybody’s day.
Not only does this respect other people’s schedules, but if you overrun, you’ll quickly lose your audience’s attention because they’ll start thinking about other things, thus making the meeting ineffective.
2 – Use Visual Media
It’s easy to lose focus when you’re simply sitting and watching someone else talk. Lose focus for even a minute, and you’ll have ineffectively sent the message you were trying to convey. Instead, use visual media to enhance your message and retain focus.
The best way to do this is to create a presentation, which is easy using an online presentation maker. Keep things simple and clear, and you’ll drive home the points you’re trying to make.
3 – Provide the Opportunity for Conversation
Dialogue is crucial in meetings, but it’s so common for meeting hosts to simply keep going with what they’re saying while not allowing anybody else to get a word in edgeways. Not only does this encourage people to lose focus, but it keeps the meetings linear.
By asking the audience questions on the subject at hand, and by allowing people to voice their opinions, you’re creating a much more diverse meeting environment and actively enhancing the levels of communication within the room.
4 – Create a Report Summary
At the end of every single meeting, and throughout if you have the staff, make sure you’re writing down the key points to summarise the meeting.
You can then send a copy of this to everybody who was attending the meeting, helping them remember everything that was said, and thus improving the communication of the meeting, even long after it has taken place.
5 – Allow Time for Q&A
At the end of every single session, make sure you’re allowing 5-10 minutes for the audience to ask questions on the subject of the meeting. This is incredibly important because you’re providing the opportunity to add clarity for everybody in the room.
Even if you think you did a good job explaining everything, they could be people that need a bit of extra attention, so allow them to ask in front of everybody. This way, you can also benefit everybody else in the room.
While meetings are currently getting a bit of a bad name within the business world, using these five simple tips, you can dramatically enhance the effectiveness of your meetings, thus using the activity to its full potential.