By Ann Gabriel | Negosentro
More often than not, we see meetings as an unproductive and inefficient waste of time. Let’s admit it, chitchats and talks going way beyond the agenda are often part of the picture. And because of these, most of us would rather prefer to be working. Truly, meetings can be a good source of creativity and collaboration if time is properly used to achieve organizational goals.
There’s a secret to running meetings like a pro. Here are a few points that you can consider.
1. Have a clear purpose or agenda at the start of the meeting
Productive meetings should have a clear agenda that is communicated to all concerned parties. Planning an agenda beforehand makes people think about how the time will be used productively. Aside from its time saving, it makes people more focused on what’s really important.
2. Have an action plan
Successful organizations don’t just discuss problems, they strategize and come up with their own action plans. Action plans outline that steps and strategies of your team or organization to meet your goals and objectives. This ensures that there’s progress for every project. Get your attendees involved. You do not want to do the work all by yourself.
3. Limit your meeting to 30 minutes
The reason why meetings get so long is because of the unnecessary topics that are brought during the meetings. Setting a time frame discourages off-topic conversations. Of course, this could also vary depending on your company culture and could probably end in lesser time.
We’d like to share with you a sneak peek of what we learned from the World’s top organizations when it comes to running your own meeting:
- Having a clear decision maker – this helped the Google+ team ship out 100 new features in 90 days after their launch.
- Limit your meeting in 10 people – department heads can cascade what has transpired during the discussion with their people
- Decision should never be the reason why a decision is delayed – Unless the decision has to be discussed, you can still call for an emergency meeting
- Assign a “DRI” to every project – Assign a Directly Responsible Individual next to every task to make them accountable. Meetings end with clear action plans which has an owner and a due date.
- Challenge and be challenged – Everyone should come prepared and that includes defending your ideas from honest criticisms
Your time is precious and expensive. It’s up to you how to make the most out of it