In the first place, you should do something about those meetings.These are 10 tips against gait that has been saving you hundreds of hours this year
With this checklist, you’ll save dozens, if not hundreds, of hours of lost meeting time this year.
Meeting only if it is necessary
Some meetings take place because they… recurrent are posted in the calendars.But are they necessary every time? Only come together if there are enough or urgent agenda items to discuss.
2.Put the right people around the table
In a meeting there are sometimes people who do not make a direct contribution or who do not even know anything about the subject.A good preparation of the meeting also implies that you think about which people are indispensable for a good course of the meeting, and which are not.This way, you also save those colleagues valuable time in their often overcrowded agendas. Conversely, if that one colleague who knows the most about the project is on holiday, then see if you can’t postponethe meeting.
When announcing the meeting, be clear what it is about.Provide a clear structure that you provide to the invitees in advance, together with any documents in preparation.Everyone knows the purpose of the meeting, everyone can prepare for content, devise any questions and not deviate from the agenda items to be dealt with. This way you are more likely that the meeting also yields the expected results and ends at the agreed time.
4.Do you lead the meeting?
As a leader, you should take the place so that everyone can see you well and that it is clear that you are leading the meeting and sending it in good jobs.At the same time, you also ensure that you can absorb the body language of everyone.
Also, report who apologise for the meeting and why.Are there new people, imagine them.
At the beginning of the meeting, repeat the context and objective of the meeting, and briefly overflow the agenda itemsto be treated.This is useful, especially when a lot needs to be discussed. This way the different subjects can be dealt with step by step and the meeting does not change in a mess. Also ask if someone wants to add points to the calendar.
If the meeting is the continuation of a previous meeting, then first briefly overflow the report of the previous meeting so that everyone is aware of the evolution of the previous agenda items.
5.Keep an eye on the clock
Start on time and finish also at the agreed time.Try to estimate in advance how much time each subject will occupy and stick to it. If necessary, make the participants clear how much time they get to discuss a point. If there is a time limit , people usually keep their contribution more concise and come to a decision quicker.If necessary, please indicate to someone who, as a sort of ‘timekeeper‘, keeps an eye on the time per agenda item.This helps you to structure the meeting effectively and to ensure that it does not run out. Or still: Just put your watch in front Of you on the table.
If a subject needs more time than planned, weigh how urgent it is. If it Is useful to continue, then if necessary, move another conversation subject to a later meeting.If you can still wait, plan it for a next meeting.
6.Involve everyone in the conversation
As a call leader, try to involve everyone in the conversation.Less empowered colleagues also have an opinion and it is important to hear them at the meeting. It is also common for people to say nothing (dare to) during the meeting and to express their views only after the meeting in the corridors. Watch that everyone’s opinion is respected.
7.Don’t get distracted
Nothing more annoying than a meeting that runs out because things are being discussed that are irrelevant.Just Focus on the necessary and don’t get carried away by Smalltalk.
It may also be useful to write down certain reservations or questions during the meeting while someone else is speaking, so that you don’t forget them when a different topic is suddenly quickly switched.
8.Agree on an action plan
Treat the main agenda items first.If necessary, use a flipchart or BookScan whiteboard to make arguments, schedules, proposals, decisions,… To write. Also conclude each agenda item with a clear decision or concrete action plan: Who does what when?In this way, the evaluation will be much smoother in the next meeting.
9.Turn off your phone
Turning off your phone during a meeting is a form of courtesy and respect towards colleagues and/or customers.If you still expect an urgent phone call, remember to put the ringtone still.
Make sure someone makes a report of the meeting.It is useful for all participants (and apologized colleagues) to be able to take the decision afterwards. Add to that the action Plan agreed.
Source of inspiration: more time in 12 steps.