No one really looks forward to Monday morning meetings in the office. You end up staring at the coffee shop out on the street from the window instead of listening and walk away when everyone else gets up. As a business owner or department head, it’s important to make your team meetings efficient. Productivity and morale will increase if you start the day on the right note and don’t waste anyone’s time.
Here are a few ways you can consider making meetings more efficient, obviously catering for your specific business, industry and team dynamic.
You can’t expect a meeting to be efficient if there is no agenda to follow. Create an agenda to suit the goals of your meeting and be sure to stick to it. Have a greetings and quick personal catch up to start off with (using this time to take register as well), then discuss the agenda of the meeting so everyone knows what’s up, have your meeting and end off with highs and lows of the previous week, what needs to be achieved in the week to come and then down the coffee and get everyone back to work.
Having an agenda also makes it easier to write structured minutes during the meeting and make it easier follow afterwards. Minutes also provide outlines for the week to come where your team can start thinking about what they need to prepare.
If your team spends the whole day in the office, why not have your meeting out of office? In that coffee shop that Steve has been staring at all year. Changing up the venue gets everyone a little bit excited (like children going on a school trip) and they’re more likely to be invested in what you have to say. For some reason saying the same thing but in a different environment makes it more interesting and important.
If your company can afford to pay for a coffee for the creative team of six people, why not spoil them once a week while at the same time tricking them into attending a meeting? It’s also a great way for team bonding and it makes people feel more open to engage in conversations and business discussions.
Incentive & purpose
Your employees are more likely to want to attend and participate in a meeting if there is some sort of incentive involved (then again, who wouldn’t). It can be as simple as going to a cafe for coffee instead of staying in the office or bringing doughnuts if you need to stay in the office building and there maybe isn’t a coffee shop nearby.
It can also be more intricate like incorporating some staff training course material into a section of the meeting (nothing that will take up too much time) but something that your team can learn from and take with them at the end of the meeting. You can even start a kind of book club and get everyone to read a chapter a week of something industry related, and during your weekly meeting, you have a short discussion on what was taken from it and how it can be applied in your own business.
Whatever you do, make sure you end the meeting with a purpose or call to action. With the book club example, the purpose will be to read the next chapter. But you also need to bring work back into focus and make sure that when everyone leaves to get back to work, they know exactly what is expected of them for the week and what needs to be completed or brainstormed by the next meeting. It will force your team to stay alert during the meeting and make their own notes.
The best thing you can probably do to make your meetings efficient is to keep them relevant. Relevant to your team, relevant to your company and relevant to your industry. If it’s not going to help the team go forward, then it can be saved for coffee-machine chatter. Moving off topic can waste so much precious time and then you don’t end up getting to what the meeting was initially called for.
With relevance comes managed time in a meeting. But in every meeting, make sure your agenda, and the items on it, have a time limit. More importantly, make sure you stick to the time limit. Time is money in the business world and you can’t afford to waste it.
Lastly, if you want the key points you made in the meeting to remain relevant throughout the week, you need to designate someone to take minutes and distribute them after the meeting has been conducted. It keeps those who were absent, or maybe not focussing, up to date with what last week’s feedback was and what this week entails.
Would you look at the time, it’s time for a team meeting. Don’t forget the doughnuts!