You might have attended a lot of formal and informal meetings in your professional life. Probably, not all the meetings were as efficient and productive as they could have been. Unproductive meetings not just waste time but decrease work efficiency too.
To improve the success rate of your meetings, it’s worth taking a look at some of the points below. You might already know them but are you following them?
Attend the meeting only when required
Most of the time, you attend meetings not out of necessity but because you got invited. These are meetings that kill your time and doesn’t make a difference to the meeting or you. Learning how to say “NO” gently to these unnecessary emails would make your time more productive.
Understand the intent of the meeting in the first place. Is the meeting for an update or to really discuss something that is meaningful and important?
Of all the meetings, meetings for an update are the most useless as the updates can be easily shared through an email, slack, or other communication channels.
Why have a meeting when you can avoid it in the first place?
Batch your meetings
Batching your meetings back to back would make your mind less stressful as it doesn’t have to switch between the tasks back and forth. This is something many people overlook. And something very impactful in eliminating unproductive meetings.
Here are the top 10 scheduling tools of 2020 which may be helpful o schedule meetings and batch them.
Share key information in advance
Share the key information at least 24 hours in advance. A common feature of unproductive meetings is lack of preparation. Insteadof discussing what is on the agenda, you end up reading the material during the meeting!
Sharing the key information before the meeting would give enough time for the preparation of questions and potential decisions to make.
Set an agenda & decisions to be made
The most important of all always set the agenda and the decisions to be made before the meeting. If there is one thing that you can take away from this post, it is this. Setting the agenda and understanding what decisions are to be made during the meeting is the single-most thing to make meetings more focused and efficient.
Capture and share meeting minutes and action items
Capture and share meeting minutes and action items after the meeting. Doing so ensures that all participants are on the same page and helps in breaking the loop of unproductive meetings. You can either choose to note down meeting minutes or use an AI transcription tool like FreJun to record and get meeting notes instantly.
Turn off distractions
The most obvious of all, turning off distractions like cell phones during the meetings. It’s really annoying for others to see someone taking the calls or messaging in the middle of a discussion. And also, disrespectful to the rest of the attendees.
To turn around unproductive meetings, you have to be clear on why you are having the meeting in the first place and if it’s important for you to attend. Batch your meetings, share key information in advance, always set an agenda, capture and share the minutes, and turn off distractions. That’s it. 6 instant ways to turn your unproductive meetings into a productive one.