Time management is a crucial element in just about any workplace. According to the Muse, managers in upper management can spend about 50 percent of their time
in company meetings.
The sad thing is that most of these meetings tend to be unproductive with little to no decisions made.
As such, before scheduling any meeting, it’s important to ask questions to determine the viability of your meeting. This will help you to know whether you really need to schedule it.
Read on to learn more.
Define the Purpose of the Meeting
Every meeting you hold has a purpose, and you can’t just schedule one without an objective. Some companies tend to have meetings just because they have developed a relentless propensity of having meetings every week.
Before you tell your secretary to schedule a meeting, ask “What’s the purpose of the meeting?”
This is an obvious question, but many managers tend to overlook it. Some meetings are scheduled just because they are fixtures in the company’s diary. Inasmuch as meetings helps colleagues to interact, those without a purpose and an agenda may be just a waste of time.
Know the Meeting Attendees
You don’t need to have everyone attend the meeting when you only need specific people whose roles are relevant to the meeting’s purpose. People don’t want to spend their time in meetings when they’ve no role to play there. If there’s anything you need tell them, it’s better to do so via email.
Also, company meetings that involve large groups tend to get bogged down, and participation is usually poor. You don’t want a scenario whereby you have a room full of staff members but only about two to three people have dominated the meeting. This kills your productivity.
The point of any meeting is to exchange ideas, so you can make your meetings more productive by knowing and alerting those who are to attend.
Understand the Cost Impact
In the US, businesses lose more than $37 billion every year
to unproductive meetings.
If you don’t have a budget for weekly meetings, you could be losing hundreds or even thousands of dollars on meetings every month. Plus, time is money, and you could be hindering other revenue-generating activities every time you have a meeting.
If the cost of holding your meeting is hundreds or thousands of dollars, ask your self if the meetings will offer back value for the time you invest in them.
Identify Alternative Options
If there’s no definitive purpose for a meeting, but you have employee updates
to share with your colleagues or staff, there are several ways you can get that done.
Email is the obvious answer here, but you need to use it with caution to avoid facing long threads of emails. If email doesn’t work for you, social media and messaging platforms, such as Whatsapp and Facebook, now have group chats that you can use to communicate with your team.
Still, that doesn’t work for you? Then you can give audio and video conference call a try. Just ensure you have a stable internet connection, quality equipment, and a great conferencing system.
And there are collaboration tools, such as Popinnow and Slack, which keep everyone updated and this eliminates the need for regular meetings.
Company Meetings – The Takeaway
Well, before scheduling a meeting, you want to think through about to determine whether it’s necessary. Meetings can have opportunity costs, and they require time and planning to ensure they’re successful.
If you have any disturbing questions about company meetings or other issues, you can check our produc
t and see how you can use to get answers from your team.