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5 Ways Business Leaders Can Have Productive Meetings

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Opinion expressed by entrepreneur The contributors are themselves.

Despite the need to make meetings productive, research shows that only 50% of business meeting time is attractive and attractive. There is a saying, “Meetings are a place where productivity is reduced.” This is a sad reality for companies that don’t hold meetings correctly.

According to a 2019 report, experts spend two hours a week on meetings that they find meaningless, which is a waste of more than $ 541 billion in employee time. Moreover, nearly 40% of experts consider unnecessary meetings to be the most costly to an organization. Needless to say, many meetings are often rigorous, untimely, and ineffective.

But productive meetings are very important to the enterprise. The meeting should be the place where the actual work that produces concrete results, such as planning, making decisions, or a collective understanding of future work, takes place.

Here are five tips for business leaders to run productive meetings.

1. I decided that I needed a meeting, why is it so effective?

To have an effective meeting, you first need to make sure that the right people and departments are present. We have found that organizers tend to over-invite participants to meetings. These unwanted participants accept invitations to meetings that they feel compelled to attend but do not need to attend, resulting in loss of productivity.

Once you have identified the participants you need, be sure to establish and communicate a clear purpose for the meeting so that everyone is prepared accordingly.

Encourage participation and ask a lot of questions. Each person attending a meeting must somehow attend and challenge to bring something of value to the discussion.

Pay attention to those who are not involved. They may be discussing how satisfied they are with their work and whether they are the right person for their position.

Related: 5 ways big companies can rejuvenate meetings

2. Have a proceedings

The agenda is an important but often overlooked factor for a successful meeting. Ideally, regular meetings have the same agenda to keep you moving forward in efficiency. You need to pre-submit the work required for the meeting so that everyone can review it before the meeting.

The meeting should be as conversational and action-focused as possible. Having minutes acts as a compass that allows you to get the meeting back on track if it wanders.

However, suppose you’re spending time in a meeting rather than reviewing the data you need to read in advance and discussing questions about the data. In that case, you will not be able to create the best or productive experience.

We recommend that you distribute information about the meeting at least 24 hours in advance so that participants can review the meeting and prepare questions.

Related: Always have an agenda to change the meeting from poor to productive

3. Start on time and finish on time

Starting and ending on time is very important to the team. This is to keep everyone’s day going smoothly. In addition, paying attention to start and stop times is a way to show attendees that they respect and value their time. Starting and ending meetings at designated times is important for communicating employee care.

In addition, anything that requires technology or external feedback must be dealt with before the meeting begins. The rule of not using a mobile phone during meaningful discussions is important to keep working. If you see other concerns during a meeting, you probably don’t need to attend the meeting. If not a few people are distracted, you should ask if you need a meeting in the first place.

4. Equip the right person for the right purpose at the right time

It is important to collect issues in advance and spend most of your time in meetings to discuss these issues. Documents are important — good meetings require good notes. There are no follow-up discussions or documents for poor meetings.

Meeting times vary by team. Strong business leaders know how teams run and when they work best. For example, we found that the last week of every month wasn’t a good time to attend a brainstorming session, as employees were trying to hit the numbers at the end of the month.

Finding the right time, team, and location for your meeting will give you better results.

Related: 5 Ways to Become a Leader Respected by Employees

5. Set action plans, accountability and deadlines

Meetings are not effective without action items and accountability. The meeting leader is responsible for assigning hard-working reporters and holding meeting participants responsible for discussion action items and the next steps.

If the action item is not completed within a certain time, the leader has the right to ask why and provide additional instructions to complete it.

Companies and leaders who do this consistently hold productive meetings. Meetings with an appropriate action plan at a set time are important for communicating care to employees and ensuring long-term productivity for the company.