Office meetings are an inevitable part of office life, no matter however liked or hated, avoided or initiated, important or just a formality. The literal meaning of a professional meeting is to meet a specific group of people at a fixed time to have important discussions for business purposes. But the challenge is to make these office meetings really useful.
A number of surveys have concluded that office meeting is not quite a favourite activity among the employees. Many complain of wasting time in the meetings, while some people have the view that the discussions in most of the meetings are useless and repetitive.
Looking at the brighter side, office meetings are good platform to interact with all the employees and share one’s thoughts and ideas. Love it or hate but you just can’t say no to office meetings, they are important to keep the organisation moving. The best way to make the most out of the office meetings is turn useful. Here are few tips on the same.
Standing is the trick
Researches by psychologists have found out the difference between the results of sit-down and stand-up meetings. The study said that conventional sit-down meetings are 34% longer than stand-up meetings, but fail to end in useful decision making.
According to Social Psychological & Personality Science, standing meetings produce better outcomes due to reasons like better collaboration and less possessiveness of ideas. Higher levels of engagement and more problem-solving creativity among the attendees are seen during a standing meeting.
Cut it short
If the common complaint is that office meetings are often time consuming, why not keep them short. There is no rule to keep them on for longer time. There is no fixed time for an ideal meeting, it is advisable to block fixed number of minutes, let’s say 10 minutes for a meeting and then stick to it.
A prompt discussion can take place well in 10 minutes. Shorter meetings are often taken positively by the employees and they look forward to them. Avoid discussions that deviate the meeting from the main agenda, instruct everyone to be prepared with their points before the meeting itself so that the decision making process is quicker.
The agenda should be loud and clear
Have a pre decided agenda for the meeting and convey it clearly to the participants. It is a good idea to send them an email a day prior to the meeting, stating the agenda of the meeting, facts and figures related to the agenda and what kind of response is expected from them at the meeting. This will prevent all sorts of confusions and give the participants opportunity to prepare for the meeting. Also, unnecessary and pointless discussions will not crop up if the attendees already know what exactly to discuss.
Involve only those who are required
It is very important to conduct a meeting with only those are really concerned and can affect the agenda related issue in some way. More number of attendees means more confusion and hence more the wastage of resources.
Plan it in such a way that apart from a crystal clear motive or agenda, only the really required employees get involved in the meeting.
Meetings are important for an office to run. But an office does not need just any meeting but only the productive ones. An ideal meeting is an efficient one where a useful discussion takes place and a conclusive decision is made at the end. There can be other team building activities to create opportunities for employees to interact, keep the meeting solely for the business discussions.