Admit it, you think meetings are useless and a waste of time. And you’re the boss. You’re probably thinking about how meetings can sometimes be the worst idea.
Don’t worry, you’re not the only one! Studies have shown that both executives and employees think that meetings are just inefficient. There are more productive ways of spending work time. But why do it, anyway?
It is because it is the most effective way of addressing pressing concerns. It is an avenue to create solutions, as you brainstorm as a team. There are only so many emails and phone calls can do. Stop wasting another 2-3 hours of your work-time to bickering and arguments. Here are some things you need for a more productive office meeting.
Have a Clear Agenda
Before the meeting, email the participants with a clear agenda for the meeting. This way, you can lessen questions and worries from the employees. It can give them a chance to write notes. They can even prepare their ideas for a smoother flow during the meeting.
Set clear expectations at the beginning of the meeting. This way, your employees will have an idea of how they should act. You can include the expected duration of the meeting. Give them a list of information that they need to be providing. You can layout the concerns or emergency situations that you need their help with.
It is very rare that employees do not stray out from the topic of conversation. Sometimes, a point of the conversation will bring them somewhere else. This ultimately becomes the reason why your meeting has gone over time.
It may be worth investing in some attention grabbers. The goal for this is to put your employees back into focus. Try the Bell Wireless Waterproof Alert Pager. You can get everyone’s attention by just a push in the button. You don’t even have to stand up from your chair to do it, saving you time. You can even use it to signal the end of the meeting.
At the end of the meeting, most of the participants will already be feeling tired. Give them a token of appreciation to increase their motivation. It can be as simple as a handshake with a reassurance that they made valuable contributions. It can even be snacks and refreshments to fill up their energy.
With all these in mind, you are on your way to having a more collaborative environment. Just remember that it might take a while for your employees to get used to the structured meetings. But they will eventually appreciate it when they see the result.