How to Own Your Meetings
Apr 21, 2017
Host meetings that people actually want to attend
The average person works 90,000 hours over their career and is scheduled for nearly 60 meetings every month. With something like 1 out of 3 minutes of every workday spent in meetings, it’s critical to make them as good as they can be. We’ve got the techniques to help shift your meeting culture into something a lot more pleasant, dynamic and productive.
When to meet and when not to meet
The frst step in effectively owning your meetings is to know when to meet. And you’re already pretty good at it. For instance, you knew to email the friend who shared these productivity tips with you instead of booking a flight to thank them in person because some communication exchanges are best suited for a text chat, an email or a phone call.
PLAN INTELLIGENTLY
Before you reserve a room and send out your meeting invites, consider the outcomes you’re expecting from the meeting. Effective meetings are the product of good leadership, and good leaders come to the meeting knowing exactly what they need to discuss – and discuss only that. Create an agenda and send it out with your meeting request. The agenda gives the meeting structure and sets the tone for the discussion. It also gives others time to prepare their contributions and keeps the conversation on track and relevant. If you have any helpful background information, be sure to include it before the meeting. An agenda can be as simple as a list of topics and as complex as a full, down-to-the-minute time line.
CONSIDER THE ATTENDEES
It might sound simple, but invite only the people who will add to the discussion and contribute to the meeting goals. The purpose of most productive meetings is multiway communication and collaboration, not strict dissemination of information. Have a plan for distributing the “meeting wrap-up” or meeting minutes to the groups of people who would beneft from the information, but don’t feel pressured to invite everyone to every meeting. Meetings can easily spiral out of control when too many unnecessary guests are included. Help save the estimated 25–50% of time considered wasted by meeting attendees who don’t need to be in your meetings and own the attendee list.
EMBRACE THE TECHNOLOGY
The way we communicate in the business world is changing. The rise of the remote worker continues to spread out the workforce. Access to Wi-Fi makes it easy to work from practically anywhere. People are bringing and working on the devices that they want to use, and boardrooms and conference rooms are being replaced with smaller, more agile huddle room meeting spaces. Video conferencing makes it easy to get the right people in your meetings, regardless of their locations or devices, and still lets you communicate and collaborate in real time and face to face. It’s easy to embrace the technology when it works the way you do.Don’t currently own the technology but are thinking about it? Consider these must-haves: Compatibility Look for a video conferencing solution that is standards based and is available on the devices and browsers you use every day. Quality of Experience For video conferencing to be successful, it needs to be so good that the users forget they’re using it.
Ease of Use
If it isn’t easy to use, it won’t be used. Find a solution that works the way you do and
naturally fits in with your workflow. The way we communicate in the business world is changing.
The rise of the remote worker continues to spread out the workforce. Access to Wi-Fi makes it easy to work from practically anywhere. People are bringing and working on the devices that they want to use, and boardrooms and conference rooms are being replaced with smaller, more agile huddle room meeting spaces. Video conferencing makes it easy to get the right people in your meetings, regardless of their locations or devices, and still lets you communicate and collaborate in real time and face to face. It’s easy to embrace the technology when it works the way you do.
The Ultimate Guide to Cloud Video Conferencing
This guide is designed to provide you with everything you need to search out and select the best video conferencing solution for your needs. We’ll cover the four classic approaches to video conferencing, the features worth evaluating and the pitfalls to look out for.
CLOSE WITH AN ACTION PLAN
Save time at the end of the meeting to record action items and set accountability and time lines. Then say good-bye as you consciously end your meeting on time. Follow through with your meeting wrap-up to recap and clarify what was discussed, and and don’t forget to extend it to the people who would beneft from the information. Own ending your meetings on time every time, and Own ending your meetings on time every time, and watch your meeting culture start to shift into something a lot more effective, enjoyable and productive.
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