How To Hold Effective Meetings
Do you ever get out of a meeting and think “that could have been done in an email”? Turns out, a lot of people have come across this at some point.
Meetings are complicated. For one, finding the time when a large group of people are available at once is hard enough and then determining whether there needs to be a meeting for it is another. On the other hand, meetings have many benefits and allow people to communicate face-to-face which increases engagement between the team and decreases the amount of communication mishaps. To make sure that you are using everyone’s time efficiently, we have come up with ways to make each meeting productive and meaningful.
Prepare: Give the team an outline about what will be discussed during the meeting. Allow them to review some of the information, so they can strategize and form questions beforehand. If the meeting has a lot of information, email or print a copy of pages that would be most beneficial; that way they can focus on understanding the material during the meeting and can refer back to it later.
Keep it going: Meetings can go beyond the time expected, sometimes this is good while other times it can stress people out or make them anxious. Prior to the meeting, come up with a schedule for the way you want to present the information and devote a specific amount of time. During the meeting, keep track of how you
Presentation format: When presenting something in a meeting, choose wisely the format you use to clearly defines and explains the goal of the meeting. Sometimes it's great to use animations or videos, but it can also take up a lot of time and be a distraction.
Leave the laptops: In some meetings, not everyone needs a laptop so encourage your employees to leave it at their desks. Laptops can be a huge distraction during meetings as a lot of people tend to focus more on their work and emails rather than what’s going on in the meeting.
Follow-up: Once the meeting is over, send an email later that day to follow up and see if anyone has any more questions. It allows people to take the time to look through the information presented to them rather than having them feel like they should have asked it in the meeting.