5 Key Ways to Hold a Productive Meeting

June 5, 2019

5 Key Ways to Hold a Productive Meeting

 

When there’s a meeting at the office, do you zone out or scroll on your phone? There’s the joke that companies have meetings about meetings. We know that business meetings are sometimes a necessary evil, but they don’t have to be dull, drab, and unproductive. Here are a few tips for making your next business meeting successful and engaging.

Stay Focused

Of course, you want your meetings to be productive but holding a meeting without an agenda is like trekking through an unknown forest without a map: you never know where you will end up or what will happen.

An agenda helps you and your team stay on target and address subjects in a logical manner. In general, meetings are more energetic and creative in the beginning, but attendees can develop meeting fatigue if it becomes too long. Have your most critical tasks at the top of the agenda to utilize the energy of the beginning and be sure you and your team stick to the agenda.

Disconnect

Research has shown that notes taken by laptop are not mentally processed as easily when written notes by hand. As it is, most leaders find that cell phones are distracting, and the meetings go unappreciated. Have your team members leave electronics in their departments, or set up a table at the door where they can be placed prior to starting the meeting.

Prepare Ahead

You don’t want anyone excluded from a meeting, so be all participants are notified in advance. There are several ways to do this, including:

  • Use Microsoft Outlook to invite colleagues, so they can accept, decline, propose a new time, and more. When an invitation is accepted, it’s added to their calendar and will automatically remind the user of the meeting. Users can also manually schedule meeting reminders.
  • Use Google Calendar to send a meeting invite. It can suggest and find times that suit everyone.

Engage Those Present

Meetings can be boring. After all, you’ll likely be discussing facts, figures, and numbers, which most people find uninteresting. This is where incorporating engaging talking points, such as telling stories, can keep team members engaged in the meeting.

When you incorporate stories that your team can relate to—either on an emotional, practical, or professional level—it helps them process the information differently than just spouting facts and figures.

If you’re not the type to use storytelling, consider having another member of the team utilize this practice, or ask members to share their own stories that apply to the task, project, or issue you want to address. This will not only engage them but will provide valuable insights into each department’s experiences.

Change Environments

Not all meetings need to take place in a boardroom. Whether you take your team out to a restaurant, a park, or another location, changing the environment can have significant impacts on how invested your team will be in your meetings. Consider trying a luxury apartment from MontrealStays.

We are confident that we can find the right venue for your business meetings that will help you and your team feel comfortable and vibrant. Contact us today to find out more!

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