Meetings should be progress. However, more often than not, meetings tend to run longer than necessary. The reality is, a conference doesn’t have to take up your whole day. It just has to be handled properly. Follow these tips on how to have shorter meetings that achieve something and leave your squad feeling refreshed rather than frustrated.
1. Set Clear Goals and Share the Agenda Early
The Harvard Business Review reported that gatherings are deemed counterproductive by more than 70% of professionals because of the absence of any preparation. Clearly define your objectives before sending the invitation.
Do you want to resolve a problem, brainstorm ideas, or come to a decision? Understanding the objective, please share the agenda and any necessary supporting documents at least a day in advance. This way, no one will be caught off guard.
2. Invite Only the People Who Need to Be There
The shorter the list, the faster the meeting. The MIT Sloan Management Review claims that small groups, five to eight people or so, make decisions sooner and stick to the subject more efficiently. Make sure only insiders need to be present.
The remaining individuals might be sent a recap of the discussion. A less considerable guest list diminishes the chance of side conversations, which makes the process swifter with gatekeeping.
3. Use Technology to Make Meetings Flow Better
Meetings and communication can be faster and a lot more convenient with digital tools. Zoom, Slack, Microsoft Teams, and similar platforms all have integrated options: shared notes, polls, and recordings. The Forbes Technology Council notes that structured digital tools save an average of 20% of meeting time on teams.
If your team works on different continents or even just different coasts, shared agendas and recordings will make sure everyone knows what’s going on. No more recurrent questions, no need to receive the same information twice: no confusion.
4. Assign Roles and Stick to the Clock
Each member of the team must understand their role in the meeting. You have three roles: a facilitator who controls the process of the meeting itself, a timekeeper who ensures the meeting ends on time, and a note-taker who records the proceedings.
Also, according to the University of California, Berkeley, scheduling time for the meeting helps the team improve members’ focus and general efficiency. It’s crucial to begin and conclude the meeting punctually, even if several points remain unfinished. This will set the tone—the meeting will not be delayed to allow all who gathered to make their speeches.
5. Always End With Clear Action Steps
The Project Management Institute discovered that a lack of communication and missed performance targets resulted in around 33% of failed projects. Conclude with a summary of the decisions made, specifying who is responsible for each task and the deadlines.
Distribute the summary within twenty-four hours to ensure everyone is in agreement. When people are held accountable, they require fewer reminders, and things move quickly. A well-concluded meeting transforms conversation into action.
6. Keep Improving How You Run Meetings
Teams can always make meetings better. Get a fast review afterwards: what went well, what didn’t, and what could have gone better. According to the Gallup Workplace Report, teams that consistently reflect on their meeting practices have a 25% uptick in collaboration.
Establishing an open forum for feedback guarantees the inclusion and engagement of all participants. You will develop an overall appointment concept that promotes openness, courtesy, and performance over time spent.
Make Meetings Work for You, Not Against You
Fast, focused meetings don’t just help you save time. They make the rest of your work less painful. When you’re prepared, have the right attendees, and always finish with a list of clear steps, your meetings will stop being dreadful.
