How A Proper Meeting Agenda Can Help Meetings Suck Less For Everyone

You want your meetings to be engaging and effective so they’re not a complete waste of time for you and your coworkers. There are certain tips and hacks you can utilize to ensure your meetings are powerful. Here is some essential advice on how you can conduct meetings that don’t suck.

The meeting’s agenda should be laser-focused and have clarity for all involved. That being said, make sure you know what your meeting minutes are for the meeting so that you may clearly communicate your initiatives to your team members. You need to identify the hot topics and prioritize what is worth taking up everyone’s valuable time to discuss.

Conferences can increase productivity, but only if you have the proper meeting agenda. You need to set the agenda that is not only important to the company, but to you and your coworkers. Set a clear purpose for your meeting and have a tactical game plan to tackle the most important matters, but make sure that you don’t cram every trivial piece of minutiae into the discussion.

Your meeting should be structured and spotlight your agenda, but have the flexibility to present teammates a chance to mold the meeting and hit points that you may have missed. Ideally, you want a roundtable where collaboration, inspiration, and problem-solving are encouraged.

Before the meeting even happens, you should provide the itinerary to attendees of the meeting. This allows employees to understand the direction of the meeting so that they can prepare accordingly. You may even request that employees do some homework before the meeting so they are prepared and come equipped with ideas. Ask your employees for solutions to obstacles that are currently plaguing your company.

Before and during the meeting, you should ask your employees for ideas on what they want to talk about in the discussion as well as any issues they are encountering at work. If you ask your employees before the meeting then it allows you to find answers to your employees’ questions and then dispense the information during the meeting to get reactions and dialogue. You can ask your colleagues what they hope to get out of the meeting before it happens so you can tailor it to what people are most concerned about.

Schedule a meeting time that is the most beneficial to everyone attending. Start the meeting on time and make a concerted effort to end the meeting on time so employees can get back to work.

Here is a great piece of advice, always have the conference’s ending time later than you expect in case employees have questions or there is real problem-solving happening. Plus, if you schedule the meeting to end at a certain time and then it ends early, your coworkers will be excited that they are getting out early. Conversely, if your associates are brilliantly brainstorming and have groundbreaking momentum, don’t just shut the meeting down, but also try not to let the conference last more than ten minutes past the scheduled time.

Dedicate time to discussing progress on issues discussed in previous meetings and acknowledge individuals who have diligently crafted solutions to any prior problems. Also, hold people accountable for the promises they made in previous meetings. This will reinforce that the meetings are not a complete waste of everyone’s time and that they are real catalysts for progress.

Meetings need to be highly effective because you are taking employees away from working their actual jobs. Your meetings need to not just be a social gathering, but a team-building practice that has palpable benefits that outweigh the lost productivity that costs the company money.

Make sure you get everyone involved in the meeting so people are engaged. When employees feel as though they are a part of the process they are empowered. If one person is talking the entire time the meeting can drone on and on. Nobody wants to listen to drawn-out monologue and may cause team members to lose focus.

Keep on your agenda. If an employee broaches a topic that is extremely niche, you need to weigh if this subject is worth discussing with the entire team or an issue that really only affect them and can be resolved in a one-on-one conversation or with an email. Don’t let one person sidetrack your agenda.

Have all of your visual aids and materials ready to go for the meeting so that you enjoy a successful whiteboard session. Whether they are flowcharts or spreadsheets, make sure they are all in order to execute a seamless presentation.

Don’t overload your meeting with too many people because that can be counterproductive. The “too many cooks spoil the soup” philosophy definitely applies to meetings. If you have too many workers then the open discussion aspect can get ruined because there are just too many voices. Plus, if you have people from different departments they will have different priorities and more likely to be bored when topics that have nothing to do with their job are debated.

At the end of the meeting thank everyone for their beneficial insight and their valuable time. Follow these tips for an absorbing meeting that keeps people engrossed as well as provides an open forum where ideas and productivity flourish.
This is a sponsored post for Dropbox. All opinions are my own. Dropbox is not affiliated with nor endorses any other products or services mentioned.

This is a sponsored post for Dropbox. All opinions are my own. Dropbox is not affiliated with nor endorses any other products or services mentioned.