Make meetings worth everyone’s time
For most companies, business meetings are a fact of life. Although meetings are generally meant to be useful and necessary, too many of them simply waste time. Some may even harm morale. Luckily, you can change that.
Here are a few ideas for making business meetings truly worth the time:
- Use other forms of communication whenever possible. Most meetings are held to disseminate information. The participants are informed or reminded about policies, given progress reports about ongoing activities, or told of upcoming events. However, unless you’re soliciting input or anticipating confusion about the subject matter, consider substituting emails or other memoranda to communicate routine information. That way, you’ll be providing written guidelines while saving everyone’s time.
- Skip unneeded meetings. Don’t hold a meeting solely because it’s part of the usual schedule (e.g., the weekly staff meeting). Once again, if the topic of the week can be conveyed in a memo, or there’s nothing important to discuss, simply cancel. If you do hold a meeting but exhaust your topic early, adjourn rather than trying to fill the allotted time.
- Prepare your meeting participants. If your meeting objective is to generate ideas or consensus, you can kickstart the creative process by distributing an agenda with guidelines a few days beforehand. Letting the participants mull over the topics in advance can maximize productivity and minimize orientation time. Encourage a diversity of opinions and positions, but be prepared to tactfully deflect digression or showboating.
- Summarize the meeting results. At the end of any meeting, briefly sum up the proceedings, clarify actions to be taken, and identify who is responsible for assigned tasks. An important goal is to make your participants feel they are a vital part of company processes.
Once you begin integrating these ideas into your business’s meeting culture, you’ll likely find that meetings will become more efficient and effective — and employees will be thankful.
As always, we hope you find our tips and news for businesses valuable, and look forward to receiving your feedback. Companies focused on growth have sought the help of Insero & Co. for more than 40 years. During that time they have consistently experienced the peace of mind that comes from knowing their CPA firm takes the concept of integrity seriously. Should you have any questions, please contact us directly.