7 Tips to Make Your Meetings More Manageable

7 Tips to Make Your Meetings More Manageable | HTR

According to a recent Harvard Business Review poll of 182 senior executives, many feel meetings are too frequent, poorly timed and badly run. Consider this research:

  • Meetings take up 23 hours of a work week, up from 10 hours in the 1960s.
  • Meetings can encourage dysfunctional behaviors such as wandering off topic, complaining about co-workers and criticizing attendees. Companies that allow this to happen often have lower levels of market share, less innovation and experience higher employee turnover.
  • 71% of meetings are considered unproductive.
  • 65% of senior managers said that meetings keep them from completing their own work.
  • 62% stated meetings miss opportunities to bring the team closer together.

While this is not good news, there are simple ways to fix these problems. Here are the elements of a great gathering and the benefits of meetings in general.

Seven Elements of a Great Meeting

  1. Establish a clear agenda that is sent out several days in advance.
    People need to know why they are there and what is to be covered. In addition, the agenda should identify the location and the time commitment required.
     
  2. Start and end on time. 
    This shows a sign of respect for people’s time. Don’t repeat information if people come in late. Make the meeting as long as necessary to cover the topics, but not a minute longer.
     
  3. Stop holding regular meetings.
    Don’t have a meeting every Monday unless you have a reason to do so. Bring people together when it clearly makes sense to do so.  
     
  4. Put in place a great facilitator.
    Not only can this person keep the discussion on track, they can also draw out quieter individuals.
     
  5. Hold stand-up meetings.
    This meeting type can reduce group time by 25-35 percent!
     
  6. Delegate someone to go in your place.
    Do you really need to be there? If not, send your assistant or employee to attend in your place. Ensure they will take good notes and allow them to vote on any matters on your behalf.
     
  7. Use collaboration tools.
    The Microsoft Surface Hub rental along with apps that run on laptop or iPad rentals can bring virtual attendees into the meeting, formulate ideas for all to see and keep real-time notes regarding the consensus of the group.

Benefits of Great Meetings

Meetings are essential for the following reasons:

  • Enables collaboration.
    There’s nothing like a meeting to obtain fresh ideas, different opinions and drive consensus.
     
  • Fosters creativity and innovation.
    Brainstorming about new ways to garner more revenue, solve product glitches or fix operational efficiencies, allows key stakeholders to move forward in a positive way on these items.
     
  • Builds trust.
    The more your team meets, the more they get to know each other. When trust is formed, individuals will feel safe to speak-up and express their opinions. The hope is long-term relationships will ensue.
     
  • Deliver the same message at the same time.
    Whether it’s a training, company announcement or HR initiative, meetings are the way to deliver useful content to your employees in one fell swoop.

Are you Ready to Hold Great Meetings?

Please contact Harford Technology Rental at 888-520-5667 and we will provide the right rental solutions to keep your meeting on track!