"Having efficient meetings goes beyond managing our time and that of others. It impacts all areas of organizational life and that is why we must optimize their use and learn to manage them. If the meeting is well planned, it has been proven that 40 minutes is enough time to address important topics.
Cecilia Mansilla, expert in leadership of business meetings.
Is the meeting really necessary?
Although it sounds like an obvious question, reality shows that it is not: before sending out a meeting request, ask yourself if the meeting is really necessary. Many meetings could be a short email or phone call.
Without objectives, there is no meeting.
What is the expected outcome of the meeting? If we are not clear about what we are looking for from the meeting, we are likely to waste time rather than invest it. Provide an agenda at the time of sending the meeting, this allows the invited people to prepare themselves based on these points.
If other issues start to arise during the meeting, propose to schedule another meeting and refocus attention on the agreed objectives.
It is not necessary for every meeting to turn into a mass meeting.
So invite only those who are necessary, those who are in some way affected by the points to be discussed at the meeting.
Meetings should last between 15 and 45 minutes.
If it is not possible to cover all the items to be covered in that time, more preparation may be needed. Being brief is the best recipe for increased productivity. It has been proven that after 50 minutes, people begin to lose focus.
Be respectful of other people's time:
Arrive a few minutes early to greet those attending. 10 minutes before the end of the meeting, recap the points agreed upon and provide a closing, without exceeding the time allotted.
Try to make your meeting two-way.
If you are not presenting something new, you need to capture the listener's attention. Encourage participation by using open-ended questions such as "What do you suggest?" and "How do you feel about?"
Video, if possible, should be mandatory:
Communication is most effective when it includes nonverbal cues. There is no doubt that what we say is very important, but how we say it also matters.
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