Most of the managers and top officials in an organization often complain about the number of meetings they attend in a day. Ideally, the success of a meeting depends on various pre-requisites such the relevant participants, suitable time & venue, a clear cut agenda for the meeting and the minimum time which is allotted to it. These pre-requisites are not taken care of most of the times and thus meetings become too unproductive.
Although meetings are necessary for an organization and cannot be avoided, the organizers should take extra steps to ensure that a meeting does not become an unfruitful activity and the time invested in it does not end up adding zero value to the business.
The following key factors can help the organisation save a lot of time and conduct effective meetings:
- Realizing the Value of an Individual’s Time in Meetings: For every meeting the attendees must analyze the importance of each other’s time and should aim to value it. This is important as sometimes people tend to forget that there is an opportunity cost attached to each meeting, i.e. the person or the resource would have done his/her individual work if s/he was not there in the meeting.
- Limiting the Meeting’s Time and Topic: The essential part of a successful meeting is to limit the meeting’s time and agenda. Pre-deciding the agenda and the maximum time to be devoted to it raises the meeting’s viability.
Repetition of past ideas or emergence of counter ideas should be discouraged while the meeting is in progress. Instead, towards the end, each participant can put forth his/her suggestions, post which, the final decisions can be made.
Moreover, while concluding a meeting the chairperson or the moderator can address all and give special mention to the people who kept in mind their accountability towards the discussion and kept the time under check. This recognition can inspire the other people to adapt to the best practices.
Apart from these steps, we can take help of technology to have a check on the time we spend on meetings. Our product Sapience comes into great effect, as it helps calculating and processing the cumulative meeting time of all participants in various meetings, and analyze the % of time in meetings at different levels in the enterprise. This helps in setting some reasonable goals for the time to spend on meetings, and also initiate training on how to conduct them effectively.
Sapience is a smart effort analytics application that captures the time/effort spent by each user throughout a regular office day and over a period of time giving detailed insights about the working patterns of the users giving them a basis of improvement in their time management/utilization skills. To know more about us please contact us at firstname.lastname@example.org