Poorly organised meetings can reduce productivity and revenue, so it’s important for businesses to follow some best practices to ensure their meetings are efficient.
A study conducted by Microsoft Corp. said that businesspeople spend almost six hours each week in meetings, and 70 percent of the participants reported that their meetings were unproductive. In general, these unnecessary meetings are caused by lack of preparation and can have knock on effect to many areas of business including productivity, teamwork and employee morale.
If your work life requires you to have regular meet ups with colleagues, clients and other stakeholders, we’ve put together some tips to ensure your time is spent in more effective and engaging business meetings.
Business meeting best practices
• Reduce the amount of meetings
Before you organise a meeting, you need to consider if it’s actually needed. If you simply need to share information or review the status of a project, are you able to do this via email or a phone call? You also need to ask yourself if the matter is worth asking an employee to pause their work for a face-to-face meeting.
• Positive company culture
If meetings are essential in your line of work, you need to ensure your staff respect and value them. Everyone should arrive on time and be prepared, and this should be led by example. If you allow for latecomers who aren’t organised, you will project a message that the meeting isn’t all that important.
• Have an agenda
A simple agenda should always be drafted for a meeting. This should include the points to discuss and give leaders an idea of what employees will need to contribute and attend. Before the meeting, each attendee should receive the agenda in plenty of time ahead of the start time, so that they can prepare.
• Assign relevant attendees
It’s not essential for every employee to be invited to a meeting. Often it’s best to limit the number of attendees to keep the agenda as efficient as possible. Smaller meetings are usually more productive for developing ideas and collaborating.
• Establish a leader
Having someone lead the meeting will ensure all attendees have the chance to share their thoughts, as well as keeping the discussion on track. A meeting can very quickly veer off if it turns into a chat between employees, but having a leader and decision maker will prevent the meeting from becoming unproductive.
• Choose the right setting
When you plan your meeting, you need to choose a venue or space that is easily accessible for attendees. The setting should also be comfortable, functional and stylish if you want to leave a lasting impression.
• Meet IT needs
There’s nothing worse than turning up to a meeting and not having the equipment you need available. If you need a screen and cables in order to show a presentation, for example, make sure the venue is equipped with everything you need.
• Keep it positive
During your meeting, you want the atmosphere to be positive. Avoid criticising colleagues and keep the tone friendly and professional. You can politely discuss any matters not relevant to the point of the meeting afterwards.
Here at The Grubstreet Author, we have three spaces for your business meetings in London. Catering for events and meetings for 30 to 120 guests, we provide on-site support and have an in-house team who can source everything you need to make your meeting a success.
All rooms are equipped with a built in DAD PA system, coloured LED lighting, electronic signage and complimentary Wi-Fi. We can also cater to all of your audio and visual needs with the help of our audio-visual supplier, AVC Live.
If you would like catering at your business meeting, we also have an in-house team who can create a menu tailored to the requirements of your day.
Want to find out more? Get in touch to find out how we can help you host an effective and engaging meeting at The Grubstreet Author.