Traditionally considered to be a platform for collaboration and generation of new ideas, business meetings have now become the formula for official distraction. Since a typical day at work means going through lengthy and boring meetings, which prove unfruitful at the end of the day, most people can be found day-dreaming and zoning out during these discussions.
According to research, millions are lost all over the world by corporate offices because of unproductive meetings. Besides, a lot of time of the employees and managers is also wasted in this pursuit. However, these sessions cannot be eliminated entirely as they are vital for brainstorming, setting agendas, addressing issues and challenges, and enforcing the feeling of teamwork.
Thus if you are an entrepreneur or planning to purchase a profit-making business for sale in Brisbane, then you need to work upon making your meetings more productive. So here are a few tips that will help you to achieve this goal.
1. Call A Meeting Only When Necessary
Often meetings are held for sharing some information, which can be sent through email or covered over a phone call. According to reports, Australians are spending a lot of time in unproductive meetings. Thus do not hold meetings for the sake of having a grand conversation with all the team members.
A purposeless gathering of employees will only add to their work hours, anger and exhaustion. If you are not 100% sure about calling a conference, then it is better to convey the message over emails and chats. It can help in reducing the casual get-togethers and wastage of precious resources.
2. Keep the Attendance List Short
Many people become a part of the roster because they are a part of a big team or hold important positions. However, all of them need not be present for the meet. Make a list of the people who are genuinely required for the discussion as per the agenda of the congregation and send out minutes of the meeting to all the others who can skip it.
You can save a lot of time this way, which can be utilised by these employees in other significant work. Invite only the decision-makers and those who can contribute with their insights and knowledge. The rest of the people can be excluded.
3. Put The Gadgets Aside
Most people come to the meetings armed with their laptops and smartphones, which prove to be a great distraction for the presenter as well as the participants. So make sure to put all the devices on your workstations when you assemble in the conference room.
A notepad and a pen should be the only things that you must carry. If you have to present charts, graphs and other data, utilise the projector for the same. Make sure people pay attention to the speaker by keeping the atmosphere open for discussion and congenial.
4. Plan The Summit With A Strict Schedule
You will have to create an agenda for the meeting and write down all the points that need to be highlighted within a tight timeline so that the work and productivity of the employees are not hampered. Discuss only those matters which need immediate attention and share the agenda of the meeting with the participants to make sure everyone is prepared in advance.
Create a sense of responsibility and ensure that all of them assemble at the right time without causing any delay. Stick to the timeline and end it at the precise moment without stretching it with further discussions. The significance of time has been emphasised in the business advice offered by the most successful entrepreneurs. Thus it should not be ignored.
5. Make the Participants Contribute
The first step towards making the meeting productive is to make the participants offer their views and opinions. Often, the outspoken and dynamic individuals take over the seminar while others are sidelined and left to wander off into their dream world. Thus include everyone and make it a one-to-one discussion forum where ideas are exchanged and creative inputs are put forth to work on innovative projects and accomplish the objectives of the union.
6. Do Not Make It Boring
Usually, meetings have the habit of digressing into the boring terrain, which can make them yawn-worthy. To stay away from such lethargy-inducing engagements, you must make them fun and include some social humour and snacking time. It will encourage the participants and fill them with motivation to make it to the appointment with a renewed vigour. You can make the discussions light-hearted and let people speak freely about their concerns and views. It also helps in improving effective interactions and increasing a two-way flow of communication.
7. Keep Fridays Relaxed
If the calendar for the week ahead is full of meetings, then make sure you keep one day free from all such appointments. It is important to take a break and restrict other meetings to video calls and conference calls with two to three people rather than engaging the whole team. As a company rule, you can keep the Fridays free and schedule meetings on other days of the week to allow everyone to enjoy the day at their own pace.
8. Consider Innovative Ways Of Collaboration
The low productivity of meetings is due to the boredom and lethargic attitude of the participants. This can be altered by invigorating the employees with new ideas for meetings. For instance, you can do away with the mundane conference room and go to the cafeteria or in the green area outside to hold a meeting.
You can even consider a standing meeting to keep the energy levels up. Some of the offices are also trying theme-based meetings where the workers show up in characters to convene the presentation. It can boost the morale of the employees and make them take more interest in this activity.
9. Conclude the Convention With Assignments
While ending a meeting that offers desirable results, you must keep the last few minutes for questions and feedback. After the queries are settled, you need to assign each member with their tasks and individual responsibilities. It will help them to understand their performance goals and meet the requirements of the company.
Make sure that you set timelines for follow-up and keep the status update information restricted to emails to avoid wastage of time and money. The minutes of the meeting can help in evaluating the success of the conference.
Business meetings can become the source of path-breaking insights, valuable discussions, exchange of views and concentrated engagements. Thus if you are looking for business opportunities in Brisbane, you must leverage the tips mentioned above to make the most of them.