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What do you do if you're stuck in unproductive meetings in your business administration career?

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Unproductive meetings can be a significant drain on your time and energy in your business administration career. They can disrupt your workflow, create confusion, and ultimately lead to a decrease in overall productivity. To tackle this issue, it's essential to identify the root causes of unproductive meetings and take proactive steps to make them more effective. Whether it's through setting clear agendas, encouraging active participation, or evaluating the necessity of each meeting, there are strategies you can employ to ensure that your time spent in meetings is valuable and contributes positively to your work.

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1 Set Objectives

Before you enter any meeting, make sure there's a clear objective. Without a defined purpose, meetings can quickly become aimless. Ask for an agenda in advance and if one isn't provided, don't hesitate to inquire about the meeting's goals. This will not only prepare you to contribute effectively but also prompt organizers to focus on specific outcomes. If you're leading the meeting, distribute an agenda with clear objectives to all participants beforehand. This helps everyone stay on track and ensures that the meeting is necessary and productive.

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Christina Sterzel

Director of Ops and Finance @ The Nova Collective | CPA, Project Management
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One of the main goals at our organization is partnership. One way we foster this is that, in addition to a running agenda for every meeting, we also start all meetings with a wellness check. Sometimes they are relevant to the times, sometimes they are silly, and other times they are as simple as "how is everyone this week." No matter what route we go, the goal is to set common ground, see each other as humans participating in a meeting, not driven by the meeting itself. We are all here to do a job, but we are also here to make something happen in collaboration with others. Recognizing this humanity fosters lasting trust and supports objectives, even if it seems, indirectly.

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2 Speak Up

If you find yourself in a meeting that's veering off-course, it's important to speak up. Doing so tactfully can steer the conversation back to the agenda. You can suggest refocusing on the original topics or propose to address unrelated issues at a different time. Your intervention might be appreciated by others who also recognize the drift but are hesitant to interject. By taking this initiative, you contribute to a culture of efficiency and respect for everyone's time.

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Christina Sterzel

Director of Ops and Finance @ The Nova Collective | CPA, Project Management
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A facilitation trick that is helpful for keeping meetings on track is finding a way to relate the tangent to the topic at hand. By saying, that's a great point and reminds me about this bullet that we were just getting to, or this objective we wanted to discuss, you can veer the conversation back to the task. If it has gone far off course and there is no path back, sometimes the best move is to speak that. Say, "can we take a pause here, I think we've gotten off-track, these are all important points, and I've written them down, I can follow up later either via email or with another meeting, but I'd love to bring everyone back to the agenda here" (This also emphasizes the importance of having an agenda ready)

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3 Time Limits

Implementing strict time limits for each agenda item can greatly improve meeting productivity. Encourage the use of a timer and request that each topic is given a specific time slot. This practice encourages participants to be concise and stay focused on the matter at hand. If discussions begin to overrun, gently remind the group of the time constraints. This not only helps to maintain a brisk pace but also ensures that all agenda items receive the attention they deserve.

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Christina Sterzel

Director of Ops and Finance @ The Nova Collective | CPA, Project Management
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Calling a time check or having someone monitor the time separately can be incredibly helpful. Especially in the world of virtual meetings, if someone drops a note in the chat that we're running over time, or taking too long on a topic, everyone can see that we need to get back on track.

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4 Follow-up Actions

Ensure every meeting concludes with a summary of decisions made and action items assigned. This clarity prevents confusion post-meeting and holds individuals accountable for their responsibilities. If you're not leading the meeting, ask for clarification on next steps and volunteer to send out a summary email. This proactive approach demonstrates leadership and helps keep the team aligned and moving forward.

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Christina Sterzel

Director of Ops and Finance @ The Nova Collective | CPA, Project Management
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When creating a summary email I always use formatting (bold, italics, highlights, etc.) to draw attention to specific action items. If the email or the document allows it, tagging individuals is also helpful so that if they're short on time or attention they can directly address the items that specifically relate to them.

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5 Evaluate Necessity

Regularly evaluate the necessity of recurring meetings. If you notice that certain meetings consistently lack productivity, propose reassessing their frequency or need. Sometimes, a quick email update can replace a standing meeting. Encourage your team to consider alternative communication methods that could be more efficient. Challenging the status quo of "we've always had this meeting" can lead to valuable time savings and a more thoughtful approach to collaboration.

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6 Opt for Technology

Leverage technology to enhance meeting efficiency. Tools like collaborative documents or project management software can help keep meetings focused and productive by allowing for real-time collaboration and tracking of action items. Encourage the use of such technologies to prepare for meetings, share updates, and follow up on tasks. This can reduce the need for lengthy discussions and ensure that everyone is on the same page without spending excessive time in meetings.

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What do you do if you're stuck in unproductive meetings in your business administration career?

1

2

3

4

5

6

1 Set Objectives

2 Speak Up

3 Time Limits

4 Follow-up Actions

5 Evaluate Necessity

6 Opt for Technology

Business Administration

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What do you do if you're stuck in unproductive meetings in your business administration career?

1

2

3

4

5

6

1 Set Objectives

2 Speak Up

3 Time Limits

4 Follow-up Actions

5 Evaluate Necessity

6 Opt for Technology

Business Administration

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