It's typical for a company to hold more weekly meetings as it expands. Although there are more employees, company executives may be doing this with the best of intentions to make sure everyone is on the same page.
Team meetings help keep individual projects on schedule, and company-wide meetings help convey the business's overall goals. However, when meetings interrupt an employee's workday nonstop, it becomes difficult for them to achieve anything else.
Meetings all the time are a waste of corporate resources because they reduce productivity at work. Fortunately, there are strategies to maximize the time you spend in meetings if you frequently find yourself there.
How meetings affect productivity
The majority of individuals concur that holding too many meetings is ineffective and wasteful, and research supports this belief. A Live Career poll found that roughly 68% of workers attend meetings for four to ten hours each week. Ten percent of the respondents admitted to conducting other work-related tasks, checking social media and news, and sending texts while in meetings.
There are several ways in which meetings hinder productivity, but the primary effect is felt on the work that employees accomplish. According to a Korn Ferry survey, two-thirds of employees concur that calls and meetings keep them from finishing their work.
Despite this, employees still go to the sessions; in fact, 35 percent of them would rather sit through them than decline, even though 64 percent of respondents claimed that one-on-one conversations had a greater impact.
There are several ways in which meetings hinder productivity, but the primary effect is felt on the work that employees accomplish. According to a Korn Ferry survey, two-thirds of employees concur that calls and meetings keep them from finishing their work.
Despite this, employees still go to the sessions; in fact, 35 percent of them would rather sit through them than decline, even though 64 percent of respondents claimed that one-on-one conversations had a greater impact.
Tips for more productive meetings
It is probably not realistic to cancel all meetings. On the other hand, cutting down on their frequency and duration considerably might boost worker satisfaction and output. Here are ten strategies for running more effective meetings:
1. Try a walking meeting.
Since walking is good for your health, think about holding meetings while strolling rather than seated. A typical meeting lasts anything from thirty to sixty minutes. An additional 3,000 to 6,000 steps may be taken each meeting if you are walking at a pace of 20 minutes per mile, or roughly 2,000 steps per mile.
Given that most employees attend meetings multiple times a week, there may be some significant overall health benefits. Workers may also be able to enhance their work-life balance by saving some personal time after work that they would have otherwise spent walking.
Given that most employees attend meetings multiple times a week, there may be some significant overall health benefits. Workers may also be able to enhance their work-life balance by saving some personal time after work that they would have otherwise spent walking.
2. Set strict time limits.
Because you value your employees' time, try to keep the meeting to no more than one hour. Therefore, even if the agenda item is not finished, adjourn the meeting on time.
Employees can more effectively arrange their workday around the meeting when there are clear time constraints and they can count on being released on schedule. Moreover, this will compel conference organizers to narrow down their agendas to the subjects that are truly important.
Employees can more effectively arrange their workday around the meeting when there are clear time constraints and they can count on being released on schedule. Moreover, this will compel conference organizers to narrow down their agendas to the subjects that are truly important.
3. Create and distribute a meeting agenda ahead of time.
Provide a well-defined agenda ahead of time that states the purpose of the gathering and the expected results. Make sure there aren't too many discussion and action items on the agenda. This agenda will assist in keeping the meeting on course and can assist you in staying within the allotted time.
4. Decide on clear, assigned action items for after the meeting.
Attending a useless conference that achieves nothing is something that nobody likes to do, but it occurs much too frequently. Make sure that decisions taken during the meeting have clear, concrete follow-up tasks, along with who is in charge of and accountable for each item.
This clarity will help your meeting have a purpose and will position your company for success. Employees will be better prepared for the following meeting if they create action items for the meeting, as they will be able to report on their progress or findings.
This clarity will help your meeting have a purpose and will position your company for success. Employees will be better prepared for the following meeting if they create action items for the meeting, as they will be able to report on their progress or findings.
5. Send follow-up information and details.
Make it known to staff members that any significant information addressed during the meeting will be shared following the event. Employees will be able to participate more fully in the conversation and won't have to worry about taking thorough meeting notes. Remember to email the follow-up information after the meeting.
6. Don’t hold status update meetings.
In the office, "That meeting could have been an email" is a typical expression. Make thoughtful decisions regarding the kinds of meetings you are hosting to prevent pointless gatherings. Meetings should not be used to distribute updates or information that may be done by email or other channels.
7. Start on time.
Never start a meeting later than fifteen minutes, and ensure that everyone arrives on time. Additionally, don't waste time telling those that arrive late what they missed. Employees will develop the habit of arriving on time for meetings if you make it a practice to start them on time. This helps you stay inside the allotted time and keeps the meeting on course.
8. Cap the meeting size.
Reducing the number of attendees in meetings is a good idea because it encourages more staff to participate. Although a group of seven to nine people could be appropriate, the size of your team will ultimately determine the meeting cap.
Asking only those who are absolutely required to attend meetings is an excellent strategy to keep them small. Fewer meetings will be appreciated by uninvited staff, and those who do come will probably gain from a more successful meeting.
Asking only those who are absolutely required to attend meetings is an excellent strategy to keep them small. Fewer meetings will be appreciated by uninvited staff, and those who do come will probably gain from a more successful meeting.
9. Give people an out.
Give staff members the freedom to turn up or not at all without consequence. If there is a key meeting and attendance is required, make sure to stress how important it is. Work with the employee to determine the best course of action, though, if they have previous commitments that take priority.
10. Keep the conversation moving.
As the meeting's host, maintain control over the conversation by preventing any one person from taking center stage or repeating what has previously been stated. You might also look at various approaches to content sharing in meetings, such as media and technology use, brainstorming sessions, and alternatives to presentations.
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