In this article you will know 12 variables that you must take into account to learn how to plan productive work meetings.
It is clear that teamwork is vital for the development of any company and this implies having frequent meetings to plan objectives; follow them up; solve problems; or simply make public some news.
Currently these meetings can be held in person or virtually, but in any case we must be very careful, because if they are not organized correctly, the company will be harmed.
The time it takes to bring all the team members together will be an investment yes and only yes, the meeting has a clear objective and it is done properly. Otherwise the productivity of the company decreases and surely the positive results will also.
Unfortunately, few meetings end up being 100% productive and unfortunately, we have fallen into what Dave Grady, a TED speaker, calls the SAI, Foolish Acceptance Syndrome.
What is Foolish Acceptance Syndrome.
Dave Grady describes it as an involuntary reflex in which a person accepts an invitation to a meeting; without even thinking about why they invite him.
Whether it’s because you want to feel important or simply because it’s easier to attend a meeting than to get your work done, it’s common to end up trapped in a chair for hours watching the egos of other team members want to stick out and do their bidding.
To combat this, David suggests that when we receive an invitation we contact the person who sent it and let’s ask what is the goal meeting, and how we can help you achieve those goals.
Thus, we will know exactly if our time will be an investment or a loss. In addition, awareness will be raised about the importance of the work team’s time and, therefore, issues that previously required a meeting to be resolved; They can be solved by a simple email.
At this point, it is clear that we should not go to a meeting if it is not necessary. But what if we are leaders of our projects and we need to call a meeting? How to plan productive work meetings?
If you don’t know, then you will find the answer.
How to plan productive work meetings
There are 12 fundamental variables that you should consider:
Objectives.
Having clear objectives will be the basis for the rest of the meeting. On them, the entire structure will be built and in the end, when its obtaining is evaluated, it will be known how useful the meeting was.
Prioritize.
If there are many topics, it is better to hold several short meetings and not just one. The more time we spend doing the same activity, we tend to lose concentration. In addition, we must leave time to carry out day-to-day activities.
Who attends?
It is not always necessary to summon all the members of the work team. So we need to thoroughly study the objectives and define who are the right people.
Let us remember that the time of the workers is the time of the company and bringing together people who will not contribute to obtaining the objectives can be detrimental.
To plan.
It is useless to know what issues are going to be discussed and with whom, if it is not clear how it will be done.
Ask the following questions:
- Do you want to report news?
- Brainstorm?
- Solve problems?
- Solve doubts?
Each meeting has its development and it is important to know how it will take place. Because that’s where the effectiveness of it depends.
Before seeing others key items to have effective meetings, I would like to ask you a favor. Simply vote from 1 to 5 to see how you’ve found this article so far.
Let’s continue…
Report.
It is important that members who attend the meeting know what is going to be discussed. In this way they can be prepared and in case they have to socialize, their ideas will be clearer and the general time of the meeting will be shorter.
Choose suitable conditions.
Time and place are important factors in having a good meeting. We do not want our work team to be tired or uncomfortable.
Moderator.
Before starting the meeting it is vital to have a moderator, who will be in charge of the following:
- Take the reins of everything that is said.
- Link ideas that are related.
- Serve as a cause when opinions move away from what is truly important.
- And to make sure that everyone involved has a chance to express themselves.
Puntuality.
If a meeting was planned, the importance of it is already implicit, so we must be consistent and responsible with the time of the participants.
Starting on time shows respect and commitment. It also ensures FINISH FASTER.
Equity.
When a working group is designated, it is done thinking about what each member can contribute. In the same way, in a meeting the vision of all the participants is important.
Ensuring that the more reserved members have the confidence to share their opinion in public is vital to having a global perspective and thus achieve the objectives.
Follow the plan.
How the meeting was planned is the script to follow so as not to lose focus; therefore we must follow it to the letter.
Draw challenges.
Gregorio Billikopf, advisor to the University of California, shares some challenges that we can find in meetings:
- Meeting “extender” (those who want to prolong the meeting to avoid returning to work),
- The braggart as well as the participants who have their favorite topic or personal agenda;
- Signs that participants have lost interest, do not understand what is being said, or may disagree; but they don’t express it.
- Belittling someone’s idea, as this can extinguish creativity.
- Declare that one has the solution, as this too can stifle creativity.
Resume.
At the end of the meeting it is important to recap the most important ideas. If it was decided to hand over responsibilities to members, remember what their corresponding handover times were.
I hope that from now on, you know how to plan more pleasant and efficient work meetings 🙂
And remember, if you are really interested in creating your own business, you can purchase our book “How to create a company while working: Discover how to manage your time, manage your money and motivate yourself while creating a company and working for another” , where you will find all the information you need to found your own company, without having to leave your job.
