Workplace teams spend an average of 5 hours a week in meetings plus 4 hours preparing for those meetings1. Before scheduling your next meeting, think of the following:
Why are we meeting? – Have a clear reason for the meeting. This is especially important for recurring meetings. No clear reason for the meeting? Reschedule or skip.
Who needs to attend? – Define the audience for the meeting. Only invite those who will have information relevant to or would benefit from the discussion.
When should we meet? – No one likes meetings at 3:00pm on Friday. Look for days and times that are more suitable for discussion. Tue-Thu mornings are best.
Where should we meet? – Face to face, phone or video? Chose the best option for discussion and sharing information. Phone/video will require you to send out meeting material in advance, so all can read and follow along.
Low participation? – Distribute and ask for feedback on the agenda. Allow others to add to the discussion. Keep it light and enjoyable.
Other tips:
• Don’t be too rigid.
• Don’t overtake the discussion.
• Keep to the agenda and time limits.
• Start and end on time.
• Respect other’s time.
Meetings are a necessary part of our world, but they don’t have to be tedious or boring. Have a purpose, make it fun and relevant. DO NOT be afraid to call off a meeting if it will not contribute to the team’s goals and/or advancement.
The Bilingual Safety Guy
@thebilingualsafetyguy
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