Make Your Meetings More Productive
It’s very common to hear employees say that team meetings are a real waste of time and hamper personal productivity. With this in mind, we decided to share the roadmap that we use to manage our meetings for more productivity.
Invite only those who are interested
Having more than six people in a meeting can threaten your productivity and compromise your goal(s) when everyone wants to be overheard. Inviting many people can give the false sense that you are collecting more information and unusual ideas. Contrary to popular belief, the greater the number of participants in a meeting, the greater the tendency for people not to expose themselves and not contribute. Is your team too big? Can you subdivide into groups to facilitate involvement?
Have meetings on the most unproductive days
Try to understand which days and times of the week people are least burdened and schedule meetings at those times. One idea is to schedule meetings on Mondays and Tuesdays in the afternoon if your company works on weekly goals. This is what we advise. This way, people can review their issues from the previous week, prepare for this week, and still have plenty of time to complete their tasks.
Keep track of the results from each meeting
A survey conducted by Salary.com showed that 47% of employees believed meetings were the main factor wasting time in their companies. This perception can be easily changed if you emphasize to the team that the results achieved are thanks to constant re-alignments made during meetings. With each new meeting, note the progress and results achieved since the last meeting.
Use a tool to manage your meetings and tasks
TEAMS is a management tool that allows you to schedule your meetings, choose the participants, define the agenda items, create and monitor associated tasks, make comments and annotations, automatically generate minutes, and more for a guaranteed increase in meeting continuity and efficiency.
Our Recurring Meetings Structure
For weekly meetings that cover the goals of the quarter, we…
- Always start on time on the same day of the week and at the same time
- End right on time
- Review pending tasks
- Review targets for the quarter
- Analyze indicators
- Prioritize issues to be discussed
- Discuss 3 important issues in order of priority
- Document all the decisions made
Important roles in meetings
- Coordinates the meeting
- Leads the team
- Keeps everyone on track
- Arrives 5-10 minutes early
- Checks everything that will be used at the meeting
- Checks the connection with online participants
- Opens the agenda and scorecard on computer
- Opens any other documents that will be used in the meeting
- Provides copies to attendees when needed