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How To Make Business Meetings Worth The Time
Meetings are an important form of communication in most businesses, but are largely misunderstood. For many business people, meetings are seen as activities that are boring, time-consuming, and of little or no value.
I think many individuals would say that dating is unwanted in today’s industry. Perhaps this is because many of us have been too involved in mundane types of meetings that usually last for hours and seem to have little or no function.
But even if that’s the case, I still believe that meetings are critical to increasing connectivity and gathering suggestions or feedback across a company. However, we need to modify the structure, time and organize it according to our needs to help us become more effective and the enterprise of the company more successful. We need a new paradigm for dating.
What do we need to do to create a new “dating” paradigm?
The first thing we need to modify is the name – MEETINGS. This term is overused and brings to mind all the inaccurate dating photos. My idea is that you call your “new meetings” something else like: chats, meetings, strategy discussions, gatherings, etc – anything but “meetings”. This will modify the way people think about it from the beginning.
Get the structure right
The second thing to deal with is structure. By this I mean 3 main elements:
• The participants
AGENDA: Take time to specify the function of the “meeting”. Why are we worried? What are our expectations? Once you understand this, then you can create a straightforward plan to satisfy your company’s needs. Keep it limited and focused. Consider only the agreed actions that have developed from the meeting. Meetings should be about decision making.
A direct agenda may include issues such as: What is going well? What is not? How are we tracking key KPIs? What should we change? What’s the news? Or something important that has been talked about before and needs attention again.
DURATION: In my opinion, less is better! Set time limits for problem meetings. Give everyone a chance to contribute within the regulated time frames. Don’t let the “time fillers” continue. Create rules about what and when a topic is taken offline from the discussion. (My usual procedure is anything that does not involve 3 or more participants/departments should be taken offline). It is better to have fewer, distinct, focused meetings with the right individuals on the panel than fewer, drawn-out, less effective meetings.
PARTICIPANT: This is a confusing situation as you have the opportunity to hurt the ego. However, if you want your company to grow and produce, you will have to deal with these problems at some point. Participants should be individuals who will add value and/or be responsible for the behavior created at the conference. There should be none with the position “Observer”. If you are part of the discussion then you are asked to make contributions.
FREQUENCY and TIME
With fast-paced lifestyles and many powerful firms, most managers in companies say they don’t have time for meetings, but will consider talking over a cup of coffee regularly and believe that this will be enough. They also use other communication styles like mail and SMS instead of the perfectly organized meetings (not that these aren’t great methods for the right situation).
These individuals think they’re not wasting money by doing a short-lived conference every now and then, but they’re actually losing more than if they sat down with a proper plan and went through a well-thought-out conference.
The simple procedure for frequency is that – the bigger or more difficult the task in front of you or the faster you need to work on that difficult task, the more regularly your workforce should speak. Meetings are definitely an important part of communication as they allow for quick adjustments and actions to keep everyone on track to meet your company’s objectives.
Adjust the frequency of your appointments to match the degree of problems you are experiencing.
Remember that we are dealing with short, specific meetings and not the messy events of yesteryear! It is better to meet more regularly for shorter periods of time than long and less often.
Change your paradigms
The old dates are no longer suitable. Business and networking methods have improved, but great meetings are always an important part of expanding economic enterprise.
It’s an opportunity to improve well-structured meetings with a reduced time frame (20 minutes or less) – short and distinct with visible success and options. That way you get much better success, much better on-time performance, and much better response rates.
Make the switch – you’ll be glad you did!
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