Meetings are often dreaded by many employees, and even many managers. Without planning, they can be boring, unproductive and just plain draining. In order to hold meetings that nobody hates attending, you need to hold a new kind of meeting.
The need for meetings can be different for every company. You can have daily, weekly, monthly and quarterly meetings. But no matter how often you bring your people together for a meeting, there are several keys that keep meetings productive and, well, less hated.
Here are some guidelines to follow for each meeting:
Every Meeting Needs a Clear Action Purpose
What is the point of the meeting? What results are you hoping to achieve? What topic is being focused on? Effective meetings are about making decisions about things and not about reading the memo that was sent to everyone prior to the meeting.
Prior to any meeting communicate things that need to be decided and choose to highlight only the top two or three points to be touched on during the meeting. When you know exactly what topics you will be discussing during the meeting, it is easy to stay on course.
Meetings aren’t for brainstorming — that’s for brainstorming sessions.
Everyone Needs to Know What the Meeting is for Before the Meeting
A day or two before the meeting (or even at the end of the previous meeting), let your employees know what is being discussed. This gives everyone a heads up so they can make any notes of things they need to contribute to the discussion. Do not hold a meeting that calls for solutions to a customer service problem without letting the employees know first. Otherwise, the entire meeting will be spent with people thinking instead of discussing.
Giving the employee’s time to prepare for the meeting means that your meetings will be more productive and will be concluded with solutions instead of question marks.