Advertising
Advertising

6 Hacks to Make your Business Meetings More Efficient

6 Hacks to Make your Business Meetings More Efficient

Meetings are a part of every business. They are considered an excellent way of communicating. Efficient communication is the key to a successful business. Meetings are an excellent way of making the employees feel included in the workings of the company. A lot of time is spent in meetings because there are so many different types of one-on-one meetings or group meetings. You should know how to make your meetings worthwhile because you are spending your precious time on it. If the meetings are not well organized they can prove to be a wastage of time.

Here are some of the tips that can help in making your meetings efficient and productive.

Advertising

1. Determining the Importance of the Meeting

The first thing that you need to determine is how important is the meeting. If you think that the meeting is absolutely essential then there are some other factors that you need to determine. You need to determine the number of people attending the meeting. If you invite irrelevant people to the meeting it will result in wastage of time.

Inviting only the concerned personnel you will be able to conduct the meeting effectively while the people who are not necessarily needed there will be able to continue their work. If you need to review documents in the meeting then you can save time by sending them to all the attendees before the meeting.

Advertising

2. Never Start a Meeting Without a Proper Agenda

If you think that the meeting is important then for effectively running a meeting you will require an agenda. By having an agenda you will be able to manage your time perfectly. It is the best way of managing the time and achieving your goals. You need to make a list of everything that you want to discuss or achieve during the meeting. You can be more efficient and mention the person that you are supposed to address for each point on your agenda. You should send out the agenda of meeting to all the attendees before the meeting starts so they know what to expect before walking into the meeting room.

3. Always be Punctual

Punctuality is an excellent quality. When you are conducting a meeting it is essential to be punctual. If you are punctual than the people working under you will be on time as well. It is your job to tell other people that saving time is essential for a successful meeting. If you wait for any latecomers or you are late yourself then the agenda that you have designed will be disturbed. Even being just a few minutes late can disturb the whole timing of the meeting.

Advertising

4. Prioritizing the Tasks

When you are setting up an agenda you need to prioritize the tasks. Not all of the matters at hand are of the same importance. There are some things that require your immediate attention while others can wait. You have to remember that while creating the agenda of any meeting. Focusing on an urgent task, in the beginning, will help in making the meeting more productive. It will also allow you to dedicate our time to the important issue without extending the time of the meeting. You can address the less important matters in another meeting.

5. Using Technology is always a Good Idea

The advancement in technology has provided so many tools which can make the meetings efficient and effective. The technology also helps in making the meeting more organized. There are several apps which can help in setting up the meeting. You can use audio video installation to convey your ideas clearly. There are apps which can assist you in managing meetings, setting them up and keeping a track of the discussions.

Advertising

6. Do not forget to keep a Record of your Meetings

It is important that you properly document your meetings. You should distribute the minutes to all of the attendees of the meeting. Make a list where you also mention the people whom you have assigned the tasks. This will help in keeping a record of people whom you have entrusted with a task.

If you follow these simple tips then you will be able to conduct efficient meetings and avoid any time wastage.

Featured photo credit: Ste. Anne’s Spa via steannes.com

More by this author

Adnan Manzoor

Data Analyst & Life Coach

50 Free Online Resources for Self-Motivated Learners How to Relieve A Toothache When A Dentist Isn’t Nearby? Say Goodbye to Sleepless Nights! 10 Essential Oils That Help You Sleep Soundly. Are You Obsessed with Your Sneakers? They Can Be The Cause of Smelly Feet 5 Simple Tips to Reduce Stress and Stop Anxiety Quickly

Trending in Work

15 Powerful Ideas on How to Be Productive at Work 211 Things You Can Do To Increase Employee Productivity 3How to Quit Your Job That You Hate and Start Doing What You Love 419 Ways to Use Creative Thinking in the Workplace to Up Your Credibility 5How to Ace an Interview: 17 Things That Hiring Managers Look For

Read Next

Advertising
Advertising

5 Powerful Ideas on How to Be Productive at Work

5 Powerful Ideas on How to Be Productive at Work

Not being able to stay productive at work is a problem that everyone runs into at some point; no matter how much you like your job, there are certain factors that prevent you from staying at maximum proficiency throughout the whole day.

A lack of productive focus at work can lead to extra stress on yourself, missed deadlines, passed opportunities, raise denial, demotion and even termination.

So, if you are someone who has trouble with your productivity, here are five effective tips on how to be productive at work:

1. Take breaks

First and foremost, it’s important for you to take regular breaks. Trying to work throughout the whole day will tire your brain, which will then cause you to doze off and think about something else.

If you keep working your brain, it will fill up and get jumbled with information—sort of like a computer hard drive. Taking a break would be like resetting your computer so that it can start afresh, or de-fragmenting the data so that all the information is in order.

This is a great thing because it allows you to solve problems you were unable to solve previously, by seeing it differently; if you are able to organize your thoughts properly, you will be able to take in new information more easily.

There have even been studies about methods of saving time and staying proficient, and taking breaks is one of the leading factors.

According to Christine Hohlbaum, the author of The Power of Slow: 101 Ways to Save Time in Our 24/7 World, eating lunch away from your work area every day will greatly increase your productivity. Eating in your work area will give you the illusion that you are working, but whether you like it or not, your brain will begin to wander and think of something else and then you will be working tirelessly with no progress.

It’s important to take breaks before and during work too: if you come to work in a rush because you woke up late, your mind will not be mentally prepared for the day ahead, and you will spend the first 10 to 15 minutes trying to get organized and composed before you can actually start working.

Advertising

Instead, you should try to wake up 20 minutes earlier than the time it would take you to “just get” to work. Take that time to stare off into space and not worry about anything.

If you do this, your brain will be empty and ready for all the challenges it has coming for the next few hours.

If your employer only allows a set amount of breaks during the workday, that doesn’t mean you can’t just get up and walk around for a quick break every now and then.

Even if it’s only 5 minutes, it will refresh your brain and you will gain renewed energy to do your job.

Learn more about The Importance of Scheduling Downtime.

2. Pace yourself and balance your workload

One problem that most people run into is that they underestimate the amount of work they have to do, and end up doing 50% of the work in the last 20% of the time they have to do it. This is due to an issue of balancing one’s workload.

When you receive a project, or are doing a job you normally do, take some time to really plan out your work schedule.

Consider how much time it took you to do this last time; determine how you can break the project into smaller parts and which can only be accomplished on certain days, and whether anything might come up that could interfere with your plan.

All of these questions are important for starting on a project, and when answered, they will help you stay productive throughout each day.

Advertising

For example, if you needed to design a project to map out the amount of aid offered in various regions after Hurricane Sandy, you can break it up as follows:

You will need to know what organizations are offering help to begin with, how much aid those organizations gave or plan to give, which regions were hit by Sandy, and which regions suffered the greatest losses.

You start this project on a Thursday and know you have until Tuesday to gather this information.

In order to stay productive, you need to plan out your work week—now you know you can find out which organizations are involved in helping the Hurricane Sandy Victims any day since that information is online, but gathering information on the organizations may require you to call them.

Since phone calls can only be done during week days, you have to plan on gathering all of that information before the weekend comes.

That is just one example of a situation in which pre-planning your project will help you stay productive; had you researched the affected regions first, you would not have received the info on the organizations until the weekend, and may have missed your chance to call them.

That, in turn, would have wasted time you could have spent working on this project to finish it.

Knowing what you need to do, when you can do it, and how long it will take you, is important in balancing your workload and being more productive and efficient.

3. Put your work first

This is an issue that usually occurs with young people who are new to the workforce: they’re often tempted with offers to go out at midday, and then come back lost in thought and unfocused on their work-related tasks.

Advertising

While it is important to take breaks, your breaks should consist of you clearing your mind, not loading it up with other less important information—like sports.

However, that is not the only situation where you need to worry about putting your work first before all else.

In a work environment, the senior employees will oftentimes push some of their menial tasks onto the newer employees. If you fall into that category, you need to know that their work is not your work, so if you have tasks that need to be done, you need to do it first.

If you are a new employee, you must learn to say no to other people even when it means you may not be in their good graces anymore. You can help others out once your work is done, but you are paid to do your own work, not anyone else’s.

4. Don’t open your browser unless you need them

In this day and age, everyone is constantly monitoring their social network. This is a major pain point for companies, which is why many don’t allow employees to access their social networks on company workstations.

When you are at work, disconnect the internet from your phone and keep your browsers closed so you’re not tempted to log onto your social media accounts or browse any sites that are not work-related.

If you keep your browsers closed and phone tucked away, only to be used in an emergency, you will find yourself being a more productive employee right away. 

5. Try to be happy and optimistic

If you always have a negative outlook on life, you will be more distracted and less motivated to get work done, so it’s important for you to start your day off right.

This can be done by having a good breakfast or by taking time in the morning to watch one of your favorite TV shows before work.

Advertising

If you are happy, you will find yourself able to work much more productively as your mind won’t wander into worrying about something else.

Also, if you stay optimistic and keep telling yourself that you can do whatever you set your mind to, the tasks will seem much less daunting and will go by much more quickly.

Take a look at more effective ways to stay positive at work:

15 Ways To Stay Positive At Work

Happiness and optimism are the keys to being a productive and happy employee.

All in all, heed the five tips above and you will find yourself being one of the most productive people at your company.

While you do not need to master them all, each and every one of them will help you become a better and more efficient employee.

Featured photo credit: Pexels via pexels.com

Read Next