<img height="1" width="1" style="display:none" src="https://www.facebook.com/tr?id=349935452247528&amp;ev=PageView&amp;noscript=1">
Search
word-map-thumb

The Alternative Board Blog

Business Best Practices: How to Lead Effective Meetings

Jun. 26, 2017 | Posted by The Alternative Board
bigstock--159816233

Have more efficient meetings by removing secret time-wasters.

For most businesses, meetings are an essential component for getting things done. At the same time, poorly led and organized meetings are a time-consuming swamp that bedevil business leaders at every turn. They go on too long, they’re held for all the wrong reasons, they end with no action to move forward, etc. Have you ever stopped to check if you unintentionally sabotaging your productivity

As Daniel Marcus, CEO of Magnetic Software notes,

“when teams are calling meetings to prep and plan for future meetings, something needs to give.”

We’re not talking about getting rid of meetings altogether, just the ones that waste everyone’s time and lack any viable ROI. Here are some productive meetings guidelines for improving the quality of your meetings and boosting productivity throughout the organization:

Draw up an agenda and stick to it.

Every effective meeting should include a point-by-point agenda for what will be discussed and have a clear meeting objective. This agenda should be distributed to all those planning to attend, together with any materials people need to review in advance. Ideally, specific time-limits should be attached to each agenda item, and participants should clearly understand that other, irrelevant topics will not be addressed at this meeting.

Keep meeting attendees to a minimum. 

All too often, employees are asked to attend meetings without the meeting planner considering whether or not their presence is genuinely necessary. The result? Too many meeting participants sitting in a conference room wondering what they’re doing there and walking out afterward with no decision and nothing but lost time to show for it. 

Think through who needs to be at a meeting and ruthlessly restrict attendance to those necessary few. This goes a long way in reducing workplace distractions for the office as a whole. Distinguish between required and optional participants, Marcus says, “so that optional participants will only attend if they have an active interest in what’s on the agenda.”

Lose the PowerPoint presentation.

Virtually anything that can be displayed on PowerPoint during a meeting can (and probably should) be distributed to individuals via email or other online collaborative resources for review on their own. While a great resource for transmitting information, PowerPoint can eat up entire meetings that might be more profitably devoted to analyzing a particular challenge and assigning action steps for a concrete resolution.

Want additional insight? Read 10 Tricks to Make the Most of your Time now

DOWNLOAD

And while we’re at it, consider imposing strict rules prohibiting the use of mobile devices during meetings. When employees are texting, checking emails or other keeping their eyes fixed on their phones, they’re not participating in or contributing to the meeting itself.

Take an active leadership role.

No meeting should ever be rudderless. If a CEO or business owner calls a meeting, he or she must take an active leadership role that adheres closely to the agenda, allows no digressions, and pursues a conclusion that leaves all participants with a greater understanding of the issue under discussion—and what steps must be taken to address it, post-meeting. As an option, a meeting leaders can be designated to assume this role, perhaps in coordination with someone who keeps close track of the time for each agenda item and makes notes on related topics to be addressed at some other time. It’s very important to set an observable standard for promoting meetings that are always efficient and informative.

Explore alternatives to conventional meetings. 

If your culture encourages meetings that go on too long and lack a fruitful conclusion, consider different alternatives. One such option is holding a 15-minute “meeting of the day” where employees and/or managers quickly review their current work duties—bringing everyone else on the team up to speed—and then go back to their jobs. Again, a note-taker can transcribe key points and share them via an all-staff email later the same day.

According to our Business Leaders and Productivity survey, only 4% of business owners believe their in-person meetings are 100% productive. The survey was measured on how entrepreneurs spend their workday, including how they stay productive and where they’re losing time. 

Read our 19 Reasons You Need a Business Owner Advisory Board

DOWNLOAD

Written by The Alternative Board

Related posts

Email Marketing in the Age of COVID-19
Oct. 22, 2020 | Posted by The Alternative Board
In spite of all the changes rocking the business landscape, experts agree that email marketing remains a consistently effective way of reaching customers. In part, this is because companies can...
7 Ways to Market your Business for Next to Nothing
Sep. 11, 2020 | Posted by The Alternative Board
Marketing need not be a mystery or expensive. For many business owners who are tightening their belts and reducing expenses, marketing expenditures are often the first to get trimmed. The truth is,...
How to Prepare Your Clients for a Price Increase
Sep. 3, 2020 | Posted by The Alternative Board
Every business must, at one point or another, share what’s viewed by customers as “unwelcome” news—the need for a price increase for products or services. Some businesses simply set the wheels in...
How TAB Helped A Member Grow During COVID-19
Sep. 1, 2020 | Posted by Phil Spensieri
Since the start of the COVID-19 pandemic, many businesses have struggled to survive. But for some, the pandemic has provided an opportunity to thrive. Garden Connections is one of those businesses. ...
The best piece of business advice I have ever received is…
Aug. 28, 2020 | Posted by The Alternative Board
When you’re a business owner, your best lessons often come from two places: failure or wise words from owners who have been there. There are going to be inevitable ups and downs in every enterprise....
10 Creative and Often Overlooked Ways to Find Hidden Money in Your Business
Jul. 16, 2020 | Posted by The Alternative Board
With the strains of rolling shutdowns across the country, many businesses are finding their profits diminished or uncertain. Many leaders are relying on tried and true revenue generating strategies...
9 Tips to Help Create a Living Company Culture in a Virtual Workplace
Jun. 26, 2020 | Posted by The Alternative Board
As businesses around the world have gone virtual, digital tools have helped keep most aspects of our work life functioning. Many businesses are reporting increases in productivity, with activities...
How to Improve Diversity in the Workplace
Jun. 9, 2020 | Posted by The Alternative Board
The U.S. is going through some challenging times right now, but a growing awareness of the value of diversity in business may prove to be of long-lasting value for us all. Though the future is...
Time for a Closer Look – Assess Your Business Practices For The New Normal
Jun. 3, 2020 | Posted by Phil Spensieri
For most, if not all, business owners COVID-19 has proven to be their biggest challenge yet. During the last couple of months, I’ve witnessed, firsthand, the resilience of many business owners...
Help Customers Stay Connected and Loyal to Your Business
May. 20, 2020 | Posted by The Alternative Board
Small businesses have always been challenged to attract and retain a loyal customer base. This challenge has been intensified a thousand times over because of the Coronavirus outbreak. Whatever their...