If you have been to one meeting, you have been to them all, and for the most part, any meeting that runs longer than an hour consumes way too much time in the business day.
Alternatively, offices cannot just run themselves, and there has to be a moment in the day, week, month, or year when employees gather in some office in the Australian business landscape to get information about the employer for whom they work. Compound this need with the fact that business operates at the speed of light, which mitigates having meetings that quickly disseminates the most relevant information to the necessary parties.
In a period where time is of the essence, professionals find that to engage their employees they have to do anything short of holding an outdoor concert to capture their attention. Holding productive meetings does not necessarily mean you have to go to these lengths to have a successful meeting, though. In fact, today’s technology and resources can help you structure your office meeting, so the time is more productively spent.
Let’s take a look at some things you should be aware to ensure you have more productive meetings in the future.
While it might seem like a small factor, one that can really influence how much your audience pays attention to, is the venue. The place where your meeting is held should be appropriate for the meeting type. Avoid rooms where the view of the speaker is obstructed or the room does not have the adequate technology to properly convey ideas to employees.
Instead, opt for conference and meeting rooms that come standard with overhead and computer technologies. Click on to Servcorp Australia’s link at http://www.servcorp.com.au/en/meeting-rooms/ to learn how newer technologies can enhance your meeting making it more productive.
One of the major flubs that can throw a wrench in a good meeting is when facilitators lose track of time. Lost time is the direct result of not providing structure to the meeting, structure in the form of an agenda namely.
By providing participants with a copy of the meeting’s agenda, they know what topics will be covered and what to expect, and if they have any questions, these questions can be addressed at the meeting. You might be able to answer some of these questions beforehand thereby reducing the time you are in the meeting.
An agenda also provides professionals with the opportunity of putting time limits on topics being covered. Way too often meeting facilitators find themselves spending an inordinate amount of time explaining or discussing one topic and then having to rush through the rest of the topics. By setting time limits for each topic, you can effectively and productively run a meeting.
One way to set limits is to designate a few minutes at the end of the meeting for questions and concerns. For example, by saving fifteen minutes at the end of the meeting for questions, questions that might pertain to only a few people, you essentially avoid wasting valuable time. Also, make allowances for late attendees, no more than ten minutes, to prevent you from having to cover topics already discussed.
When sending out information to prospective attendees, make sure to provide them with all of the relevant information regarding the meeting. This information should include the purpose of the meeting and any relevant topics under this objective. By doing this, again, your employees come prepared for the meeting.
Putting The Productivity Back Into The Standard Office Meeting
By preparing yourself and meeting attendees ahead of time, you essentially have done most of the work. You might be surprised that your audience is engaged to the discussion and that they willingly participate making the meeting more productive. Ultimately, when people see that you have organised a meeting professionally, they will take spending their time and yours seriously.