Make Your Meetings More Productive with these 8 Tips

Meetings are always a hot topic of discussions in the corporate world. Regardless of the fact that a lot of jokes are made in this context, at some point it becomes inevitable to conduct them. You just cannot do without them. So, you might as well get used to the idea of having to attend meetings every now and then.

                                   productive meetings

The fact that at some point you will have to be a part of a meet is suffice to make you want to learn ways on how you can make them more productive. Here’s how you can make the most out of them and actually use them for the good of everyone -

1.    Have a direction


Know where you are headed with the meet. What is it that you intend to achieve from it? Have a solid agenda on hands to discuss in writing. Make sure the goals are written in an unambiguous manner for everyone’s clear understanding. A meeting that lacks direction is most likely to wind-up without any proper plan of action. Inform everyone of the very purpose for which the meet is being conducted. This will allow the people to come prepared with a few solutions already on their tips.

2. Have someone note down the minutes of meetings

People don’t remember every single detail that is discussed during the meeting. Assign someone with the job of noting down the important points and minutes of the meetings as soon as they are discussed. Don’t forget to share those minutes of the meeting with everyone afterwards. You could use mails or a project management tool to share that information with everyone.

3. Have a plan of action before wrapping things up!


Make it your sworn duty to not leave the chairs of the conference room unless you have had a solid plan of action on your hands. Do have a concrete plan of action before wrapping up the meeting. The very purpose of meeting should be justified. Ask yourself - were you able to accomplish whatever it was that you intended to from the session in the first place? If not, you might have to conduct one more meeting. Unless you can afford to do that, try to get that done in the very first meet.

4. Use hard facts to back up your views during the meet

Maybe you want to discuss the results of a campaign. Maybe you want to discuss how to improve things. But, do you have enough information and solid facts to back up your suggestions/complains? If you don’t, it’s quite likely that the meet will be nothing more than a gossip session. People need solid facts to act on and use as a reference point to tweak their efforts. Don’t just shoot arrows in the air blindly. Use hard facts such as reports from the campaign to support your views.

5. Listen more

You should listen twice as much as you talk. Reason? You get to know different people’s perspective on the subject. You get to see things in light that you couldn't see all on your own. Let everyone jump in and be a part of the discussion. The most successful meetings are those where everybody gets equal participation because then teams are able to come up with several different ways to accomplish the same goal. Therefore, as someone who has to conduct the meetings, start developing all the traits of a good listener.

6. Set a time limit to the meet


How much time you think the meet should take? To avoid time wastage you would need to set a limit to how long the meet can be stretched, and try to stick to it. You allocate time limit to every other task, then why not do the same for meetings as well? Try to stick to the lower limit. The practice will save you from rambling unnecessarily or going off topic.

7. Pick a timing everybody is comfortable with


Different people may be working according to different timelines. Be sure to first discuss with everybody in advance about the time that everybody feels comfortable with. You would not want to interrupt anybody’s flow of work. See to the fact that whatever the decision is regarding the timing, it is a unanimous one. One advantage to this practice is that no one will be able to make excuses for coming late. You can start the meeting on time and finish it within the dedicated time frame.

8. Focus on the solution, not the problem

You could keep questioning all the failures and what they happened in the first place. This is not to say that you don’t discuss failures. Sure you should do. But don’t keep the focus of meet on discussing why the problems happened. Get to the root of the problem instead of complaining about them and then move towards finding the solution.


So, do you promise to make your meetings more productive? Are you ready to make the above-mentioned changes in your work style? Do share your thoughts with us!

Shikha Menwal is a writer for ProofHub. She has a bachelor’s degree in computer sciences and writes on topics ranging from lifestyle to technology and management. In her free time she loves to watch comedy shows and read spiritual journalism.

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