Inefficient meetings are a major time-waster and can quickly drain productivity and morale.

However, there are ways to overcome these issues and make meetings more productive and enjoyable.

Here are some tips to get started, with examples:

Start with a clear agenda

Before each meeting, determine what topics must be discussed and create a clear agenda. Once you have an agenda, you can share it with the attendees before the meeting so that they can prepare and set their expectations right.

For example, if you're meeting about a new product launch, your agenda might include the list of topics that need to be discussed for the product launch to happen. This will help keep attendees on track and ensure all topics are covered promptly.

Set a time limit

Limit meetings to the necessary time and stick to that deadline. For example, you can schedule your meeting for 45 minutes instead of the default 1-hour if that is how long it will take for the goal of the meeting to be achieved.

You can also set a reminder that tells everyone that the time allocated to a topic or subject is over, and they need to move to the next item on the meeting agenda. This will help keep everyone focused and prevent meetings from dragging on and on.

Encourage participation

Encourage all participants to share their ideas and points to make sure everyone has a chance to speak. Ensuring everyone is comfortable sharing their ideas and thoughts on the subject matter is critical to a good meeting.

For example, you can start each meeting by asking everyone to share their progress on a particular project or their thoughts on the current agenda. This will kick-start the conversation and prevent it from becoming monopolized by just a few individuals.

Iwasan ang multitasking

Avoid checking email or other distractions during meetings. Staying focused (single-tasking) shows respect for the organizers and attendees and helps keep everyone productive.

For example, you can silence your phone or turn off notifications during the meeting. Also, you could explore an alternative attendee if someone can't fully commit to the meeting and will likely be between tasks.

Magpahinga

Taking breaks every 25 minutes can help keep everyone fresh and prevent boredom. Breaks can greatly impact the meeting's overall effectiveness, whether it's a quick stretch or just a few minutes of fresh air.

For example, you can plan a 5-minute break every 25 minutes, during which everyone can get up, stretch, and grab a glass of water. To manage this, you can use the Pomodoro Technique.

Follow up

Follow up with the action items and next steps post-meeting. For example, you can send a meeting summary, including critical decisions and assigned tasks, to ensure everyone is on the same page.

This will help keep people accountable and guarantee that all decisions made during the meeting are acted upon. To ensure this is done, you can block time on your calendar.

Konklusyon

By implementing these simple tips, with examples, you can quickly turn your inefficient meetings into productive and enjoyable events.

What are your favorite meeting hacks to keep it effective? Tweet at us @RoutineHQ. Thanks for reading.