Office meetings are boring and time consuming, but they are important for the organisational growth. You and all the employees have to interact with each other to discuss issues and come up with solutions. This makes office meetings a major part of corporate life. In case you are wondering why the meetings in your organisation are often not as productive as you thought them to be, here are some possible reasons. Read on to know what are the flaws and tips on how to fix them.
Start and end of meetings should be on time
Call it an unprofessional behaviour or be it because of some genuine reason, the fact remains that most of the office meetings start late. Late starting meetings give an excuse to people to arrive late for the meetings. It wastes a lot of time as everybody has to wait for the last one to reach the venue.
Take care of the starting and ending time of a meeting. Fix the timing for a meeting and abide by it. Make sure there are no back to back meetings to attend for anyone. Give a gap of 15-20 minutes between each meeting so that there is enough time to rearrange things and no scope of excuse if left.
Who all should attend a meeting?
Even if it is an important meeting, there is no point in inviting more than the required people for it. It does no good and wastes everybody’s time. Those who are attending it no good reason can invest the same time in working. Less number of participants prevents confusions and enables shorter meetings.
Before calling the attendees for the meeting, rethink whether they are really required or not. Call only them whose contribution can influence the decision making process. Rest of the people can be informed about the final decision later via an e-mail.
Wrong scheduling of the meetings
There are certain time periods of the day when it is just not the right time to hold a meeting. For example, just after the lunch break, when people tend to feel a little sleepy already, a meeting would only add to it. Morning time is considered to be the most productive for some, so leave it for work or the really important meetings can be scheduled then.
Ask your employees about what time suits them the best, keeping the various factors in mind, zero down to the best part of the day to schedule a meeting. Urgent meetings would obviously be exceptional cases.
Someone or some people end up dominating the meeting
It is a common sight in office meetings, that few of the attendees who are more extrovert or outspoken dominate the meeting. Those who might know more but choose to speak less are somewhere suppressed. They are unable to share their ideas, hence reducing the fruitfulness of the meeting.
The one who hosts or facilitates the meeting should take charge of it to create an atmosphere where every attendee feels free to speak and share their thoughts. You can ask open questions to encourage the introverts to speak out.
Office meetings are a great way to discuss what is going on and what should be done in an organisation. Be it the internal ones or with external stakeholders of a business, office meetings are inevitable. Grab some tips on how to make your office meetings more useful and eliminate the reasons they turn less productive.