Meetings are vital for the smooth running of a business as it is where the top management makes their decisions and communicates them to the lower level employees and finally evaluating what was done and how exactly did they do it. Companies have different meeting policies where some meet once a week while some may meet every morning for a quick briefing. Many surveys and researches done worldwide have found that more than 70% meetings are not very productive as a bigger portion of time is spent on talking irrelevant things. However, it is evident that holding meetings is needed so here are some steps to ensure you take maximum of the allocated time.
- Consider your desired outcomes
Meetings cannot be held just because you feel like it, since it will take your employees off valuable work time. Hence, be very clear of the purpose of the meetings. Take a few moments to properly plan out what you want to say and how you want to say it. Be particular on who to invite for the meeting since you don’t need all 150 employees to come in and congest the place. Rather, hold the meeting for only a few representatives. Also think about the outcomes, the impact you want to make, the presentation tools you will use and also their limitations. Have all relevant documents and materials required in proper format and opt for document translation when needed. Do consider alternative communication methods; if you can simply send an email or take a phone call, then don’t waste time and money on meetings.
- Create an agenda
Listing down all necessary activities and creating a specific time frame will help stay on track and finish on time. Send the agenda to all participants before the meeting so that they know what to expect, what topics will be discussed, the scope and context and desires objectives. It will also give them adequate time to prepare their ideas, presentations and speeches. Saving time means saving money as you can get back to work as soon as possible, finalize decisions and go ahead with future plans and even cut down fees of the Arabic translator Brisbane you hired as they will charge for time.
- Present the issues and wrap up
Once you’ve started off on time, conduct the meeting exactly as per the agenda. If discussion goes off topic, or becomes personal and unconstructive, you need to refocus. Once you reach the end, go over the agenda to check if you have covered all necessary activities. Have someone to take notes of all proceedings for future reference.