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4 Ways on How to Make Productive Meetings
by Michael Sumastre
A lot of employees dislike meetings. For them, meetings are boring. They are asked to sit down for a very long time with almost nothing to do. Moreover, meetings are a means of work disruption.
If the words "boring" and "disruption" are how your employees describe your meetings, then it only means that you have not produced or headed an effective one so far. Fortunately, there are different ways on how to make productive meetings. Here are 4 of the best ones:
1. Inform everyone about the meeting.
As much as possible, you want to avoid emergency meetings. Make sure that you can schedule them. Then, once you have the details, you can then inform all your employees about its time and venue. This way, those who have work- or even personal-related plans can already adjust their schedules to accommodate the assembly.
2. Create a list of agendas.
Creating meeting agendas will ensure that you cover all the important topics covered during the discussion.
Preparing the agenda list, however, does not solely rely on you. All your employees should be encouraged to contribute. How are you going to do it? E-mail your draft. You can then ask for suggestions or issues that they want to cover during the meeting.
Doing this will even increase the attendance because your employees would like to hear and participate on issues that truly concern them.
It will also help you if you can already set aside a good amount of time to discuss each of the points in your list. For example, you may only like to talk about agenda A for around 20 minutes. This is to encourage you to stick to the topic and to help facilitate the discussion between you and the employees.
3. Have someone to take the notes down.
It is important to have your minutes of the meeting and to have someone to do it. First, you can prevent tackling closed or resolved issues and complaints in your next meeting. Second, you want your employees to know that the meeting has produced a number of results.
Avoid assigning this task to someone at the eleventh hour. You have to keep in mind that he or she also needs to prepare for the task. A lot of your employees do not have enough background about writing meeting minutes. Assign it at least a week or three days before the actual assembly.
4. Schedule the forum right after the meeting.
Surely, your employees have plenty of questions to ask, but it is best to have them right after the meeting. Too much interruption will prevent you from talking about everything in your agenda list. You can, however, encourage your employees to bring a pen and paper, so they can write their notes or questions while the discussions are ongoing.
About the Author
Do you or your employees find office meetings boring? Then perhaps you need to sharpen your skills in meeting planning and effective meeting management. Michael Gabriel L. Sumastre knows how to have a productive meeting. Make your meetings more interesting and productive for members by brainstorming and mind mapping.
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