A meeting can give a boost to the productivity of all attendees just the same as it can pull it down close to zero. It all depends on how well meetings are prepared and utilised: on the one hand, meetings are necessary for effective planning and morale; on the other hand, while you are at a meeting there is your work on your desk not being done. Thus there is a delay emerging and you are getting behind. How to make a meeting truly a helpful tool?
There has to be a clear leader and a clear set of goals that everyone is familiar with in advance. Sometimes it is better to be on the move than sitting down. Don’t invite too many people. Use a whiteboard and leave your PowerPoint closed. This is the advice of the businessknowhow.com website.
Leader and goals of the meeting
There has to be someone in charge of the meeting, someone who has the final say and who can navigate the conversation from the brainstorming to decision taking. Goals are important since you need to know what you hope to achieve and which decisions are to be taken. Without a clear set of goals, discussion will erode and secondary issues may prevail. The goal also determines when the meeting is over. If you want further discussion of some topics, plan another meeting.
Everyone should prepare and formulate ideas in advance
Insist that everyone comes to the meeting with clear ideas and proposals. That way the meeting will be much shorter and chances are it will turn out to be very smooth and fruitful. Don’t forget to decide at the end what the next steps will be.
Try moving
Don’t sit round the conference table all the time! Try to discuss some issues in the gym, carry out the meeting while you are all out walking or arrange stand-up meetings. You will have more energy and feel like you are doing something for your health.
No crowded room
Invite too many people and you can be sure there will be a chaotic, inefficient environment. Include only people who really need to attend – after all, they can always share the information with others after the meeting.
Whiteboard instead of PowerPoint
Visual materials should have been distributed in advance, so keywords, flowcharts and pictures can be drawn by hand. At the end of the meeting, take a picture of the final result with your mobile phone so that you won't forget anything.
Final tip: Read how meetings are organized at Google here.
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