10 tips to make the most of team meetings

Meetings are integral part of connecting people from different backgrounds, age and skill sets, diversified cultures, varied experience to ensure a common productive and guided goal or objective.

It is no secret that majority of us hate team meetings as we believe it is a waste of time and energy. Meetings are unpopular because they take up time – usually that of many people and mostly they are ineffective and inconclusive. Although individual team members work on tasks outside of meetings, team meetings give members the opportunity to come together to determine the team’s goals, its plans for achieving its goals, and who will do what, how and when.

The good news (and the bad) about meetings

 

Employees benefit in several ways when a meeting is run in well and effectively. Here is some good news from effective meetings:

 

  • Great way or medium of communication
  • Empowering or delegation
  • Morale booster or motivating
  • Developing leadership skills

 

Meetings are prone to fall into nonproductive pitfalls. Here’s the negative side of meetings:

 

  • Unfocussed
  • Too many long and boring meetings
  • Unprepared
  • Non-directional

Ways to make meetings better

As a leader or a boss it is your responsibility to make your meetings better, effective and productive. Some innovative leaders have found ways to make meetings a little more bearable as well as productive.

 

  • Be Prepared: Meetings are a part of your work, so, just like any other work activity, the better prepared you are for them, the better the results you can expect.

 

  • An Agenda: A list of the topics to be covered during the course of a meeting can play a critical role in the success of any meeting. It shows participants what they are to discuss, where they are going, but it’s then up to the participants to figure out how to get there.

 

  • Start and End Time: Everyone has suffered through meetings that never start on time or take way beyond the scheduled end time. In these times of corporate competitiveness time is money and everyone should value it. Longer the meeting, more anxious the participants will be. Less meaningful and non productive will be the meeting.

 

  • Fewer (but better) Meetings: Call a meeting only when it is absolutely necessary.

 

  • Delegate the leadership: Whenever possible assign the meeting responsibility to subordinates. This would not only help you toidentify future leaders but this would also help you to streamline the participants as they will all try to do a better job than the previous one.
  • Include, rather than exclude: Meetings are only as good as the ideas that the participants bring forward. Great ideas can comefrom anyone in an organization, not just its managers

 

  • Maintain Focus: Meetings can easily get off track and stay off track. The result? Meetings do not achieve their goals. Meeting leaders and participants must actively work to keep meetings focused on theagenda items. When you see the meeting going off-track, SPEAK UP.

 

  • Press for Closure: Once you start talking on a subject, discuss it thoroughly but press for closure on what has been decided.

 

  • Capture and Assign Action Items: Every meeting has some action items, tasks and actionable derived for one or more participants. Immediately after the meeting, summarize the outcome of the meeting, as well as assignments and timelines, and e-mail a copy of this summary to all attendees.

 

  • Feedback: Every meeting has a scope of improvement. Be sure to solicit feedback from meeting attendees on how the meeting went right for them — and how it went wrong.

 

Source:Timesjobs.com

Date:22nd September 2016

Meetings are integral part of connecting people from different backgrounds, age and skill sets, diversified cultures, varied experience to ensure a common productive and guided goal or objective.

It is no secret that majority of us hate team meetings as we believe it is a waste of time and energy. Meetings are unpopular because they take up time – usually that of many people and mostly they are ineffective and inconclusive. Although individual team members work on tasks outside of meetings, team meetings give members the opportunity to come together to determine the team’s goals, its plans for achieving its goals, and who will do what, how and when.

The good news (and the bad) about meetings

 

Employees benefit in several ways when a meeting is run in well and effectively. Here is some good news from effective meetings:

 

  • Great way or medium of communication
  • Empowering or delegation
  • Morale booster or motivating
  • Developing leadership skills

 

Meetings are prone to fall into nonproductive pitfalls. Here’s the negative side of meetings:

 

  • Unfocussed
  • Too many long and boring meetings
  • Unprepared
  • Non-directional

Ways to make meetings better

As a leader or a boss it is your responsibility to make your meetings better, effective and productive. Some innovative leaders have found ways to make meetings a little more bearable as well as productive.

 

  • Be Prepared: Meetings are a part of your work, so, just like any other work activity, the better prepared you are for them, the better the results you can expect.

 

  • An Agenda: A list of the topics to be covered during the course of a meeting can play a critical role in the success of any meeting. It shows participants what they are to discuss, where they are going, but it’s then up to the participants to figure out how to get there.

 

  • Start and End Time: Everyone has suffered through meetings that never start on time or take way beyond the scheduled end time. In these times of corporate competitiveness time is money and everyone should value it. Longer the meeting, more anxious the participants will be. Less meaningful and non productive will be the meeting.

 

  • Fewer (but better) Meetings: Call a meeting only when it is absolutely necessary.

 

  • Delegate the leadership: Whenever possible assign the meeting responsibility to subordinates. This would not only help you toidentify future leaders but this would also help you to streamline the participants as they will all try to do a better job than the previous one.
  • Include, rather than exclude: Meetings are only as good as the ideas that the participants bring forward. Great ideas can comefrom anyone in an organization, not just its managers

 

  • Maintain Focus: Meetings can easily get off track and stay off track. The result? Meetings do not achieve their goals. Meeting leaders and participants must actively work to keep meetings focused on theagenda items. When you see the meeting going off-track, SPEAK UP.

 

  • Press for Closure: Once you start talking on a subject, discuss it thoroughly but press for closure on what has been decided.

 

  • Capture and Assign Action Items: Every meeting has some action items, tasks and actionable derived for one or more participants. Immediately after the meeting, summarize the outcome of the meeting, as well as assignments and timelines, and e-mail a copy of this summary to all attendees.

 

  • Feedback: Every meeting has a scope of improvement. Be sure to solicit feedback from meeting attendees on how the meeting went right for them — and how it went wrong.

 

Source:Timesjobs.com

Date:22nd September 2016

 

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