How can you reduce meeting time while increasing productivity?

Communicate early to the parties intended to attend the meeting Set an agenda prior to the meeting day and stick to it Take the shortest time to have the meeting in order to capture everyone's attention during the meeting.

Time is our most valuable resource, no one wants to feel like they wasted time in a meeting. To ensure that meetings is productive I find that it's helpful to identify the goal of a meeting and outline the topics to be covered during the discussion. Sharing the agenda beforehand and including prep materials and expectations for attendees helps to keep everyone engaged with the materials and creates a sense of buy-in and shared responsibility before the meeting takes place.

Categorize Meeting Agendas into three parts.Main Goal,Action Items & Timelines of delivery in that order. I believe all meetings should take less than 45 minutes to allow the bigger portion of work time to be spent on output. When meeting discussions are held in that manner, all the subsequent ones are solution oriented focusing on what has been achieved and how to tackle challenges if any.

Your agenda must be purposeful and straightforward. Avoid loading it with ambiguous information. Your topics must be clear and well-outlined. Be time conscious for effective delivery.

One of the ways is to make sure the right people are invited to the meeting. Focus on the agenda and strictly adhere to time schedule of each agenda. Do not deviate into other subjects.

Inviting the right people is crucial. Too often I have sat in meetings asking myself, “Why am I here?” It is a waste of time, and, cuts down on productivity. It is better to invite leaders who can detail the high points in an email to their team, and, if necessary, discuss further in their weekly team meetings.

Besides the general steps to follow, it is also important to follow up efficiently which includes summarizing key decisions, action items and deadlines. Regularly occurring meetings should be periodically assessed for effectiveness.

Key people are those who can provide expertise, make decisions, or are directly affected by the topics discussed so it is necessary to ensure that each person present is essential to the meeting.

While it is important to provide the right visibility to the entire company, it is also the team lead’s responsibility to ensure that pertinent information is summarized and makes it way back to their teams in a clear and concise manner. The entire team does not need to be present for every meeting, they can be properly informed if/when needed. This is why it is so important to have the correct people in the correct leadership roles.

Identifiez les personnes directement impliquées dans le sujet à discuter. Limitez le nombre d'invités pour maintenir la pertinence. Assurez-vous que chaque participant a un r?le clair et contributif à jouer dans la réunion.

I like to start a meeting with a review of the agenda, because a well written agenda will lay out the purpose of the meeting and the expected talking points. This also gives everyone at the meeting an opportunity to add anything to the agenda they feel is relevant, or bring up any concerns about the topic. Once you've reviewed the agenda, that's a great time to remind everyone of the expectations, and lay out who will discuss what, or who will start the discussion. If I know in advance who is speaking on what subject, I include their name in the agenda item to help everyone follow along.

- Commencez et terminez à l’heure. - Nommez (mieux, demandez si volontaire) : un secrétaire de séance, un gardien du temps. - Suivez l’ordre du jour. - Encouragez la participation. - Respectez le temps de parole de chacun. - Validez les décisions et prévoyez suivi. Mais au-préalable, demandez vous si cette réunion est vraiment nécessaire. Peut-être qu’une note d’information, des consignes claires, une communication ciblée,….auront-elles les mêmes effets pour un gain de temps non négligeable.

In my experience, scheduling shorter meetings helps keep people on track, arrive in the conference room or call prior to the start time. Establish the expectation that once the issue is discussed or to a point of further follow up in the future, end the meeting. Be prepared to start an email chain with the necessary information, the meeting attendees and any external stakeholder that may need visibility. Give everyone the ability to talk if they need to, limit off topic interruptions, and if something arises that isn't directly related to the meeting invite the individual/s to stay after the meeting ends to discuss or follow up via email. A majority of individuals will more openly participate in a meeting that gives them time back.

Having a designated meeting mediator is essential, especially at large corporates. The ground rules must be clear and communicated to the attendees ahead of time.

Pre-planning by meeting leader is important before actual meeting date. When inviting attendees to a meeting, ensure they have been told purpose of the meeting as well as intended goal/outcome (i.e. revised method, procedure, solution to problem, etc.) Stress importance to attendees that they come prepared with knowledge of situation or purpose of meeting. Set a definite time limit and ensure attendees stay on task. Input from all is essential for brainstorming as well. I have found that attendees appreciate the efficient use of time in meetings they are required to attend.

One important aspect to consider in meeting efficiency is sharing relevant information and documents for participants to review before the meeting. It is also helpful to have separate small teams and leaders meet up for different tasks. If a large meeting is required, the leader or "presenter" for each group can speak on behalf of the group. Organization and communication is key in efficiency.

For a meeting, agenda needs to be circulated first. Then the required info must be submitted at least 2 days before the meeting. Discussions need to be held on points that actually need clarifications and not all points.

In my experience, one way to improve meeting quality is by following the 5 P's: purpose, preparation, progress, participation, and process. When the 5 P’s are clearly defined you get a real investment on your valuable time.

An effective facilitation technique could be summarization and clarity: Summarize essential points and decisions regularly to ensure everyone is on the same page. This clarifies any misunderstandings and reinforces crucial conversations. Another technique we have used is breakout sessions for larger groups: Divide participants into smaller groups for concentrated discussions on certain themes during larger sessions. This invites everyone to participate and enables for a more in-depth examination of issues.

é importante manter as pessoas motivadas e com foco nos objetivos da reuni?o, usar as técnicas de motiva??o como as que foram mencionadas no texto é fundamental.

This step also crucial because monitoring can show your progress, delay, timegone. Without monitoring the probability for failure is bigger.

Follow ups and evaluation play big role in accessing how to improve a process. The information gotten will help to improve on weakness.

The success of a meeting is not determined solely by what happens during the discussion but, more importantly, by the actions taken afterwards - the follow-up. Effective follow-up ensures that productive discussions translate into tangible results.

A follow up email is extremely important following any type of meeting. It lays out what was discussed/agreed upon and upcoming goals. It gives those in attendance a reference point on how to proceed until the next scheduled meeting.

Follow up and evaluation are very important parts of the process. In addition to providing clarity, next steps, and feedback, they also ensure everyone is on the same page, and, action items and deadlines are clearly defined and easily referenced.

What else to consider is; connecting the present meeting with the result from the last meeting. It gives a sense of continuity. The organisation is on a journey and it will make a clear sense if how far back and how long more it is heading. The minute of last meeting (well constructed), the outcome or result from approached or suggested plans, the actual score from the last activation, then what next (new meeting agenda). Also, always have an officer for score-card, it helps too.

Too many meeting or the wrong people in there is not only a waste of time but can be an energy killer! Always think does this need to be a meeting or an email. The average person spends two working days a year in meeting that are not relevant- keep that in your mind when you are booking them in!

We can consider the use of online collaboration tools to facilitate remote participation. Efficiency can be encouraged by setting a strict time limit for the meeting while including breaks to maintain participants' energy and attention.

Canceling most meetings might feel counterintuitive, especially if you're used to having half of your calendar blocked off by them. But to be more productive and efficient at work, everyone needs to take an analytical look into their current workflows and develop a deeper understanding of what work is going to be like in the future. Here's what you can do; ?Get rid of recurring meetings with a poor track record ?Cut down on feedback meetings by communicating asynchronous ?Regularly debrief as a group ?Pay attention to what meetings are being called for ?Introduce meeting-free days ?Be clear on the purpose ?Regularly debrief as a group ?Decline meetings without a clear meeting agenda ?Schedule work activities on your calendar

By only having meetings if they are actually needed. There is no point in having a meeting just for the sake of it if it is not needed.