When was the last time you had an in-person meeting? Let’s face it: today’s work rendezvous are becoming increasingly more electronic. While online or virtual meetings can be convenient, they also detract from participant accountability by providing more room to lose people’s attention. When people are distracted, meetings lose focus and require more time for repetition.
To keep your meetings—and your schedule—on track, consider these six tips and transform your routine.
Whether your meeting participants are located across the building, or the world, it’s important to get everyone on the same page. While formal agendas may not be as in vogue as they once were, reinstate the practice.
Include the meeting’s topics in the body of your calendar invite or email out a document 24-48 hours before the designated time. This will provide all parties the chance to set their expectations regarding the meeting goals.
And yes—if you’re the recipient of a meeting agenda, read it! Even if you’re familiar with the project or discussion topics, you may learn important information about the perspectives or concerns on the table, and it’s never fun being blindsided.
Whether your meeting has a set agenda or not, make sure you know what your goals are. Before the meeting, compile any notes or background information you may need to reference as well as any questions.
Having a prepared list or set of bullet points will relieve the pressure of thinking of any questions on the spot as well as allowing you to engage with the discussion at hand. Feel free to jot down questions on the agenda if there is one, or set up your notes document ahead of time with initial goals or thoughts at the top.
No matter your preparation style, following this practice will ensure you’re reminded of your own agenda on the day of the meeting.
Initial frustrations often develop when that one person needs one more minute to access the conference line. Don’t be that cause—get to your conference room early and dial in. Even if you set your phone to mute until other people join, at least you can focus on the content of your talk rather than getting there in the first place.
To avoid indistinct vocal jumbles or empty air time, frame questions specifically to other meeting participants. If people are working together or relying on other steps in the process to move forward, don’t be afraid to ask them specifically if they have anything to add or additional questions.
By being direct with turning the conversation, you’ll ensure that you’ve maximized meeting time while allowing everyone to be heard.
Discover more productivity hacks to work smarter, faster and more efficiently. Download The Ultimate Meeting Guide to get the info you need to hold meetings that people want to attend. Is your organization millennial-friendly? Take the quiz.
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