10 Ways To Transform Your Business Meetings

Go from pointless to productive and take your meetings to the next level
Shot of corporate businesspeople meeting in the boardroom

We all know the familiar feeling of exhaustion after a long, unproductive meeting about something that could have been said in an email.

As a leader in your company, it’s important to be respectful of your employees’ time so they’re not swamped with work after a day full of meetings.

Following these tips can maximize your business-meeting efficiency.

  1. Determine the need. Can you communicate the information in an email instead? Leverage services like Cox Business’ Push to Talk, which sets up intercom service between employees to quickly get a message out without leaving your desk.
  2. Organize the talking points. Decide what needs the most discussion or attention, and order the topics from greatest to least importance.
  3. Be selective. Think about who needs to be in a meeting. Only invite those who’ll leave the meeting with a task or will be affected by the topic of discussion.
  4. Distribute an agenda. Before the meeting begins, distribute an agenda that defines the mission and goals. Ensure that there is enough time for participants to familiarize themselves with the material and arrive prepared.
  5. Select an individual to run the meeting. This person will make sure the conversation remains aligned with the meeting’s agenda and doesn’t veer too far off topic.
  6. No multitasking. If possible, bar the use of phones and laptops while the meeting is in session. Eliminating distractions will ensure that participants are attentive and engaged.
  7. Take notes. Choose a note taker to jot down any tasks assigned or decisions made during the conversation. After the meeting ends, copy and distribute the notes and action items.
  8. Allow everyone a chance to be heard. Ensure that everyone has a chance to speak, not just the dominant personalities. Build in enough time for each participant to voice their thoughts.
  9. Assign responsibility. Before wrapping up, take a few minutes to review decisions made. Ensure that everyone is on the same page.
  10. Stick to the schedule. Make certain there is enough time to cover all talking points.
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