Optimize Your Meetings

Tell me if this scene feels familiar. You're going through the motions of running one of your many recurring weekly meetings and you look up to see that no one is paying any attention. You notice one employee doodling in their notebook, another on their phone, and another on the verge of dozing off. You've lost them!

We can't deny that meetings are essential for any business. Regular communication with your team is one of the best ways to generate ideas and ensure that everyone is on track. But meetings have also gained a reputation in many offices for being a source of frustration and wasted time. So, how can we shake things up to ensure your next meeting is both engaging and productive for you and your employees?

Here are five out-of-the-box tips to help you optimize and get the most out of your meetings.

1. Stick to the schedule:

It might seem counterproductive to make your meetings engaging by adding even more structure, but one of the most frequent complaints you'll hear about meetings is that they can drag on far too long. It's easy to get sidetracked on one topic and let that tangent eat up a lot of your time. That's why it's important to set a clear agenda with a specific amount of time allotted for each topic or speaker. When the time is up, move on to the next item no matter what. Any unresolved issues can be marked down to be discussed with the relevant employees at a later date. A good way to communicate these time limits to your employees is to have a timer on display, reset for each topic. This will help you keep your meetings focused, efficient, and respectful of everyone’s time.

2. Be interactive:

Nothing makes your employees lose interest faster than listening to you monologue in each meeting without any chance to contribute. The problem is that even if you offer opportunities for input, some employees still might not feel comfortable voicing their ideas or opinions. That’s why you need to take every step to ensure you're encouraging participation from each employee. This can be as simple as asking open-ended questions to invite discussion, or you can even try incorporating interactive games or role-playing scenarios to generate ideas. If you haven't heard from a specific employee in a while, don't be afraid to call on them and ask what they think. This shows that you value their contribution and helps them feel more invested in the company or project.

3. Shake things up:

It's amazing what a difference a simple change in scenery can make in a meeting. If you hold every meeting in the same old conference room, following the same old structure, things start to feel routine and your meetings start to lose their sense of importance. This doesn't mean you have to take your employees out to lunch or the park every time you need to talk with them, but even meeting in a different, less formal part of the office, can help stimulate their senses to spark new ideas and perspectives. If you find yourself adhering to the exact same structure each meeting, try looking for things you can switch up. For example, if you usually end with a brainstorming session, try moving that to the beginning to see what effect it has on the ideas produced.

4. Bring in a guest:

Adding a new element to your meetings is always a great way to spice things up, especially when that new element is a person with a completely fresh perspective. When running a business, you're bound to pick up all sorts of contacts as you network. Reach out to someone from outside your company, such as a customer, a partner, or an industry influencer, to see if they are willing to come in and share their insights, experiences, or feedback on the topic of the meeting and answer any questions you may have. This is not only a great way to shake things up and bring in new points of view, but it also helps remind your employees of the bigger picture they are playing a role in.

5. Follow up:

One of the most important things to remember is that the meeting doesn't end the moment your employees head back to their desks. After each meeting, it's always important to follow up with your team regarding any key points discussed, provide any clarification that's needed, and track the progress of established action items. Within the hour following your meeting, try sending an email to summarize the meeting highlights, provide an avenue to direct any questions or feedback, and set the relevant deadlines and next steps. This will ensure that anything important discussed is put into action and doesn't remain lost in your notes.

Conclusion

As you prepare for your next meeting, you can try slowly integrating these tips to help your team adjust or incorporate them all at once. Either way, finding the best approach for you and your company will most likely be a process of trial and error. Just remember that a good meeting is not only about what you say, but also how you say it. Try experimenting with different ways of running your meetings, see what works best, and don’t be afraid to think outside the box. Try these steps in your next meeting and see the difference they make in communication, productivity, and innovation.

Sam Lowinger is the Executive Officer of Brand’s Paycheck, where he's been providing innovative payroll and HR solutions for more than 15 years. His mission is to help business owners ease the everyday burdens that come with running a business, allowing them to concentrate on taking their business to the next level.