How to Master Meetings to Get the Most Out of Your Day
Are you tired of feeling like your workdays are consumed by an endless stream of meetings?
Meetings can be a double-edged sword; they're essential for collaboration and communication, but they can also become time-consuming if not managed effectively. Fear not! We are sharing with you some valuable tips on how to master meetings and reclaim your productivity as a small business owner.
Tip 1 - Embrace the Power of Purpose
Meetings should never be scheduled just for the sake of it. Start by asking yourself, "What's the purpose of this meeting?" If you can't come up with a clear answer, reconsider its necessity. Every meeting should have a specific agenda and desired outcomes. Knowing the purpose will help you stay focused and ensure that you and your team make the most of your time together.
Tip 2 - Set Clear Objectives
Once you have a purpose in mind, set clear objectives for your meeting. What do you want to achieve by the end? These objectives should be actionable and measurable. When participants know what's expected, they can come prepared and stay on track, making the meeting more efficient.
Tip 3 - Be a Stickler for Timing
Time is precious, and nobody likes meetings that drag on forever. Start and end your meetings on time, no exceptions. If you're the organiser, make it a habit to send out an agenda in advance with specified time slots for each agenda item. During the meeting, stick to the schedule, and politely but firmly steer the discussion back on track if it veers off course.
Tip 4 - Curate Your Guest List
More attendees don't necessarily make a meeting more productive. Keep the guest list concise, including only those who can contribute to or benefit from the discussion. Smaller groups tend to be more focused and engaged. For those who need to be informed but not necessarily actively participate, consider sending them meeting notes afterward.
Tip 5 - Encourage Participation
Meetings shouldn't be one-sided lectures. Encourage active participation from all attendees. Encourage questions, opinions, and open discussions. When everyone feels their input is valued, you'll likely generate more creative ideas and reach better decisions.
Tip 6 - Use Technology Wisely
Leverage technology to your advantage. Tools like Zoom, Microsoft Teams, or Slack can facilitate remote meetings, making it easier to collaborate with teams wherever they are. Also, consider using shared documents, virtual whiteboards, or project management tools to keep everyone on the same page and accountable.
Tip 7 - Follow Up
Meetings shouldn't be one-offs; they should drive action. It can be frustrating when you take time out of your busy day to attend meetings but after all that time, you can still misremember information, or it can end up with not everyone being on the same page. Minute-taking is key, so after each meeting, send out meeting minutes or a summary of what was discussed and agreed upon. Include action items, deadlines, and responsible parties. This not only keeps everyone accountable but also ensures that the meeting's outcomes translate into tangible results.
Tip 8 - Review and Reflect
Finally, don't forget to reflect on your meetings' effectiveness. After a series of meetings, take some time to evaluate whether they achieved their objectives. Identify what worked well and what needs improvement, and adjust your meeting strategies accordingly.
Remember that meetings are not just obligations on your calendar; they're opportunities to make your day more productive and purposeful. By approaching them with intention and following these tips, you're taking a step towards reclaiming your time and making each meeting count. You have the power to transform your meetings into dynamic sessions where ideas flow, decisions are made, and progress is achieved. Mastering meetings is all about making them work for you, not against you. So, it time to start mastering your meetings to increase your productivity, and see how it propels you toward your goals and a more fulfilling workday!
Not sure how to take minutes?
As a small business owner you will definitely have many meeting that you need to run.
Whether you want to outsource this support or want to develop your skillset, Admin and More have offer services that will help you get prepared and boost your confidence!
Running an effective meeting can be very time-consuming and stressful. There is a level of pressure when it comes to accurately documenting the meeting, so you may fear taking-minutes and actively avoid it. If minute taking is not something you feel comfortable doing, why not get us to do it for you? Admin and More will take the notes and prepare the minutes for distribution.
If you are struggling to prepare and structure your meetings, we have created an easy-to-use meeting pack that will help you feel more confident and professional for your next important meeting.
Our comprehensive meeting pack is full of resources you can use to host effective business meetings. This includes our ‘Everything you need to know about meetings’ eBook, pre and post meeting checklists. There are also two customisable templates you can edit to fit your business - one for a meeting agenda and one for taking minutes.
