9 Tips to Conducting an Effective Staff Meeting

Conducting-an-Effective-Staff-Meeting

Run a More Effective Meeting

Though the average meeting only lasts for 45 minutes, for the four or five people that attend the average meeting, it can seem like an eternity. A bad meeting can drag on, causing people to forget the information that is being relayed to them. Thanks to modern technology, people can be engaged through collaborative efforts, from laptop webinars to visual discussion points within a conference room. If you want to run a more effective meeting, that’s the real secret – engage people so that they can remember the information being given to them.

Technology Does More Than Engage Bored Employees

Virtual meetings have saved businesses over $600 million and over 1 billion miles from being traveled. People are learning that the meetings are important, but where those meetings are located isn’t as important. From the comfort of their office, today’s CEO can meet with people in Singapore, Tokyo, and Austin all at the same time! Because meetings can also be scheduled onto work calendars, they can happen more often or when they need to happen so that an entire work day doesn’t have to be scheduled around an important meeting.

Think About When You Schedule a Meeting

Most meetings occur on Wednesday or Thursday. The logic is that people hate Mondays, won’t pay attention on Fridays, and Tuesdays are a day to get work done. The problem with Wednesday and Thursday meetings is that they are all scheduled together so that people are more worried about making their next meeting than following the discussion point in their current meeting. By picking a time outside of the normal block of meeting times, you’ll generally get better attendance, better attention, and people who are more willing to engage.

Don’t Worry About Punctuality

Unless you’re in the Midwest or in certain parts of the world, punctuality is relative. A running joke often involves being 15 minutes late, but still on time. What is more important is that all of the participants of a meeting can be there and contribute in some way. That’s why video meetings are becoming more popular! Nearly a quarter of video meetings are able to start early because people are less likely to be late due to traffic, distractions, or a quick run to get coffee. If there’s an internet connection, they can be there, and that’s what makes a meeting effective – an engaged presence.

Consider the Weekend Meeting

People love their days off, but 10% of meetings actually occur on the weekend. Asking for 45 minutes from an employee might be seen as an inconvenience by some, but many will engage if there is an incentive involved, such as breakfast, lunch, or snacks. Destination meetings within a community can also encourage engagement, such as a meeting at a coffee shop. In running an effective meeting, you’ve ultimately got to know what motivates those employees and why they care about their job. By relating this information you have for a meeting to meet those needs, you’ll have a productive meeting every single time.