With many businesses continuing to work remotely, or even if you have moved back into the office, different types of meetings can take up a large portion of a business owners’ day. Without a clear structure or suitable preparation, these business meetings can often become unproductive and a waste of time or resources. If you have noticed unproductive meetings where your team members are not benefitting as much as they should, there are a few simple ways you can manage them effectively to ensure everyone involved gets as much out of them as possible. Allow us to offer a few tips…
Set a detailed meeting agenda
When you arrange to hold a meeting, one of the first things you should organise is the meeting agenda. These will include the main discussion points of the meeting and can be used to guide the meeting from one topic to the next. Putting an agenda in place will allow you to cross each point off one by one, share information succinctly, and use the time you have allocated as effectively as possible. You can distribute this agenda to team members to keep the meeting focused on each topic and help them prepare for the meeting appropriately.
Create a meeting attendee list
As you put together the meeting agenda, it is also worthwhile to create a list of attendees, only inviting members of the team that you feel are essential. If you feel that some of your employees’ time could be better spent elsewhere, then you should not include them on the list. A productive meeting is one where every attendee can contribute and gain valuable information and feedback in return.
Follow meeting times closely
Ensuring your meeting is kept on schedule is important to keep your employees engaged throughout. Arriving on time is essential so that other attendees do not grow impatient or frustrated, which could cause them to begin the meeting with the wrong mindset. You should ensure that each minute of meeting time is spent wisely, and the agenda is completed. Try to ensure the conversation does not veer off track.
Keep meeting minutes
Keeping minutes is an important part of any meeting, as it helps to make sure that the meeting stays on track, and valuable insight is gained by each attendee. Minutes will usually include the agenda, then a list of action items that can be noted down as they are agreed upon by those involved. You should have a dedicated team member to take meeting notes throughout (or record the session), then write up the full minutes to distribute (or distribute the recording) to attendees so they can refer back to them if needed.
Create a meeting action plan
Closing the meeting by creating an action plan can be the best way of making sure that the desired results are achieved. You can decide on the action points and who is responsible for each one. Setting deadlines for these means you can check in on progress, and measure whether or not the meeting has been a success. Coming up with a detailed action plan is an essential step for a good meeting.
Next time you hold a meeting, following these steps can help get the most out of the time you have allocated, and achieve your desired outcome. If you require assistance organising meetings, taking minutes, or simply managing paperwork, our team at Omer & Company can help. We offer comprehensive company secretarial services to help with the organisation of your business. To find out more about how we can help, call now on 020 8850 0700 or email firstname.lastname@example.org and our team can discuss your requirements with you.