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10 Things You Can Do to Make Meetings Effective

10 Things You Can Do to Make Meetings Effective

Effective meetings are one of the ways of discussing and solving problems not just in a company but in any organization. Be it the boss or the employees, anyone can contribute and speak. Although meetings are tools necessary for productivity, some meetings just do not work out and people are just wasting their time on ineffective meetings.

There are simplified methods and techniques on running an efficient and effective meeting. Here are the 10 best ways of making meetings effective:

1. Define a clear purpose for the meeting.

A meeting will only be effective if its purpose and goals are met, whether its resolving a dispute between employees or discussing a company crisis, a clear purpose must be planned before sending out the invites to the involved people.

2. Invite the necessary people only.

Having the necessary people is another step towards an effective meeting. Does the purpose of the meeting have something to do with the network security of the company? Then invite the head of the IT department. Does the purpose of the meeting have something to do with the future of the company? Then invite your boss and the employees involved.

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Consider only the necessary people for a meeting and then send out the invites to those people. That way, you will not waste other people’s time and productivity.

3.  Create a final schedule and stick with it.

Create a memorandum for the meeting along with the important details such as topics to be discussed, venue, start and end time, and the people involved, then send the memorandum to the necessary people via email or place it on their desk. Do not wait for people who are running late, but start the meeting on time.

People will be more comfortable with a meeting if the agenda is laid in front of them. This will also lessen trivial matters such as an introduction.

4. Do not allow the use of smartphones or tablets during meetings.

It is hard to compete for the attention of people especially when they are using their phones or tablets. To ensure that they will be focusing on the agenda, ban the use of smartphones and tablets, so that each participant’s focus is only on the meeting.

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5. Assign a moderator for the meeting.

Even though you are the one who plans the meeting, this does not mean that you are also the moderator. Consider if are the most suitable person to moderate and if you think that someone else could do it better, then don’t hesitate to assign him or her to be the moderator for the meeting.

The moderator should also act as a timekeeper and watch the correct flow of the meeting, making sure the agenda is on track. Chances are, the meeting will be more successful this way.

6. Have fewer but better meetings.

Rather than calling a meeting every time there are problems or disputes in the company, find other ways to resolve those problems. Sending an email or talking to the responsible people are just some of the ways thorugh which you can opt out a meeting. You must ensure the quality of your meetings. If you call in as few meetings as possible, the participants will gladly go to them.

7. Separate eating time from meeting time.

Thirty minutes to an hour before the meeting time, declare an eating time. By this people will not eat during the meeting. During the meal, everyone eats and makes small talk. During meeting time, everyone focuses on the agenda at hand and brainstorms together. This way, you can follow your plan, dedicate your attention to fulfilling the purpose of the meeting and manage your time wisely.

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8. Spend the last 5 to 10 minutes of the meeting reviewing the decisions and actions of the participants and the overview of what was discussed.

A clear understanding between the participants and the purpose of the meeting must be met before the end of the meeting, ensuring that everyone had their queries satisfied and their contributions included.

The moderator should clear up any disagreements between participants before the end of the meeting and they must come up with concise solutions to their problems. It is important that everyone absorbs what was discussed in the meeting.

9. Send a follow-up note to every participant.

Every participant has his or her own problems outside of the meeting. To ensure that they will remember what was discussed in the meeting, send a follow-up note via email or leave it on their desk.

10. Send out an evaluation sheet to every participant.

We must admit that not everyone loves the idea of meetings and for those outliers, we must find ways to ensure that they will be comfortable whenever they are included in a meeting. Some of them won’t say what the problems are if asked directly, so an evaluation sheet is a handy tool to get feedback from those types of people.

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Check the feedback of the participants, incorporate requests of the participants into the next meeting, and change any process that causes discomfort to the participants. We must ensure the safety and productivity of the participants during meetings.

Now go ahead and incorporate these tips into your daily meeting routine and let the productivity flow. Remember, an effective meeting is a process everyone must abide to!

Featured photo credit: Meeting by John Benson via flickr.com

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Last Updated on January 21, 2020

How to Increase Work Productivity: 9 Ground Rules

How to Increase Work Productivity: 9 Ground Rules

We all have those days when completing our assigned tasks seems beyond reach. With the temptation of social media, mobile games, and the internet in general—not to mention the constant bustle of people in the office—it’s easy to fall prey to disruptions and distractions at work.

So, what can we do about it? How to be productive at work?

While we don’t have a foolproof system that can completely eliminate disturbances and diversions, we do have 9 ground rules that can be applied to help give your productivity levels a boost.

Keep reading to find out our tips on work productivity.

What Does It Mean to Be Productive?

How to be productive at work?” is the age-old question plaguing employees and employers alike around the world. Regardless of where you work and what you do, everyone is always looking for new ways to be more efficient and effective.

But what does being productive actually entail?

Completing more tasks on your list or working longer hours doesn’t necessarily mean you’re being more productive. It just means you’re more busy, and productivity shouldn’t be confused with busyness.

Productivity means achieving effective results in as short amount of time as possible, leaving you with more time to enjoy freely.

It involves working smarter, not harder. It means refining processes, speeding up workflows, and reducing the chances of interruptions.

Productivity is best achieved when looking at your current way of working, identifying the bottlenecks, flaws, and hindrances, and then finding ways to improve.

9 Ground Rules on How to Be Productive at Work

1. Avoid Multitasking

Multitasking can give the impression that more tasks can be accomplished as you’re doing multiple things at once. However, the opposite is true.

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Research has shown that attempting to do several things at the same time takes a toll on productivity and that shifting between tasks can cost up to 40 percent of someone’s time.[1] That’s because your focus and concentration is constantly hindered due to having to switch between tasks.

If you have a lot of tasks on your plate, determine your priorities and allocate enough time for each task. That way you can work on what’s urgent first and have enough time to complete the rest of your tasks.

2. Turn off Notifications

According to a Gallup poll, more than 50 percent of US smartphone owners admit to checking their phones a few times an hour.[2]

Switching off your phone—or at least your notifications—during work hours is a good way to prevent you from checking your phone all the time.

The same applies to your computer. If you have the privilege of accessing social media on your work desktop, switch off the notifications on there.

Another good tip is to logout from your social media accounts. Therefore when you feel the urge to check it, you might be swayed because your page isn’t so easily accessible.

3. Manage Interruptions

There are certain disruptions in the office that are unavoidable such as your manager requesting a quick meeting or your colleague asking for assistance. In order to deal with this, your best approach is to know how to handle interruptions like a pro.

Be proactive and inform the people around you of your need to focus. Turn your status on as “busy/unavailable” on your work chat app.

If you’re on a deadline, let your colleagues know that you need to concentrate and would really appreciate not being interrupted for the moment, or even work from home if that’s a feasible option for you.

By anticipating and having a plan in place to manage them, this will minimize your chances of being affected by interruptions.

4. Eat the Frog

Mark Twain once famously said that:

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“if it’s your job to eat a frog, it’s best to do it first thing in the morning. And if it’s your job to eat two frogs, it’s best to eat the biggest one first.”

What this basically means is that you should get your biggest, most urgent task out of the way first.

We all have that big, important task that we don’t want to do but know we have to do because it holds the biggest consequence if we don’t complete it.

Eat the frog is a productivity technique that encourages you to do your most important, most undesirable task first. Completing this particular task before anything else will give you a huge sense of accomplishment. It will set the ball rolling for the rest of the day and motivate you to eagerly complete your other tasks.

5. Cut Down on Meetings

Meetings can use up a lot of time, which is time that can be used to do something useful.

You have to wait for everyone to arrive, then after the pleasantries are out of the way, you can finally get stuck into it. And sometimes, it may take a whole hour to iron out one single issue.

The alternative? Don’t arrange a meeting at all. You’ll be surprised at how many things can be resolved through an email or a quick phone call.

But that doesn’t mean you should eliminate meetings altogether. There are certain circumstances where face-to-face discussions and negotiations are still necessary. Just make sure you weigh up the options prior.

If it’s just information sharing, you’re probably better off sending an email; but if brainstorming or in-depth discussion is required, then an in-person meeting would be best.

6. Utilize Tools

Having the right tools to work with is crucial as you’re only really as good as the resources you have at your disposal. Not only will you be able to complete tasks as efficiently as possible, but they can streamline processes. Said processes are essential to a business as they manage tasks, keep employees connected, and hold important data.

If you’re the manager or business owner, ensure your team has the right tools in place.

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And if you’re an employee and think the tools you currently have to work with aren’t quite up to par, let your manager know. A good team leader understands the significance of having the right tools and how it can impact employee productivity.

Some examples of tools that could be used:

Communication
  • Slack for team chat and collaboration.
  • Samepage for video conference software.
  • Zendesk for customer service engagement.
Task Management
  • Zenkit for task and project collaboration.
  • Wunderlist for listing your to-do’s.
  • Wekan for an open source option.
Database Management
Time Tracking
  • Clockify for a free tracker.
  • TMetric for workspace integrations.
  • TimeCamp for attendance and productivity monitoring.

You can also take a look at these Top 10 Productivity Tools to Help You Achieve 10x More in Less Time.

7. Declutter and Organize

Having a disorganized and cluttered workspace can limit your ability to focus. According to researchers, physical clutter can negatively impact your ability to concentrate and take in information.[3] Which is why keeping your work environment well ordered and clutter-free is important.

Ensure you have your own system of organization so you know what to do when the paperwork starts to pile up.

Being organized will also ensure that you know where to find the appropriate stationery, tools, or documents when you need it. A US study reveals that the average worker can waste up to one week a year looking for misplaced items.[4]

Here’s a useful guide to help you declutter and organize: How to Declutter Your Life and Reduce Stress (The Ultimate Guide)

8. Take Breaks

Taking regular breaks is essential for maintaining productivity at work. Working in front of a computer can lead to a sedentary lifestyle which can place you at a higher risk of heart disease, diabetes, and obesity. Even a 30 second microbreak can increase your productivity levels up to 30 percent.

As well as your physical health, breaks are also crucial for your mental and emotional wellbeing. That’s because your brain is like a muscle, the more it works without a break, the easier it is for it to get worn out.

Ensuring you actually take your breaks can prevent you from suffering from decision fatigue. It can also help boost creativity.

Take a look at this article and learn why you should start scheduling time for breaks: The Importance of Scheduling Downtime

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9. Drink Water

Although we know we should, it’s easy to forget to drink enough water during the working day.

Many of us turn to tea or coffee for the caffeine hit to keep us going. However, like taking breaks, drinking water is essential for maintaining productivity levels at work. It’s simple and effective.

Not drinking enough water can lead to dehydration and also headaches, tiredness, and weight gain.

A good tip to avoid dehydration is to keep a water bottle at your desk as it can serve as a reminder to constantly drink water.

If you find the taste of water a little bland, add some fruit such as cucumber or lemon to give it a better taste.

You can also get more ideas on how to drink more water here: How to Drink More Water (and Why You Should)

The Bottom Line

The preceding 9 ground rules on work productivity aren’t the be-all, end-all. You and the company you work for may have other tips on how productivity is best increased and maintained.

After all, it’s something that can be perceived differently depending on the exact job and work environment.

In saying that, however, the 9 ground rules serve as a good foundation for anyone finding themselves succumbing to disruption and distraction, and are looking for ways to overcome them.

A good tip to keep in mind is that change doesn’t happen overnight. Start small and be consistent. If you slip up, just dust yourself off and try again.

Developing habits happens gradually, so as long as you keep up with it, you’ll soon start to notice the changes you’ve been making and eventually enjoy the fruits of your labor.

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Featured photo credit: Cathryn Lavery via unsplash.com

Reference

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