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7 Tips For Successful Meetings


  1. Create a simple agenda and share it
    A meeting is most productive when it has a clear, defined agenda. Laying out the contents of a meeting beforehand helps avoid straying off-topic, and may even make you realize that the topic is better-suited for a simple phone call or email. Share the agenda with attendees beforehand, so that they have time to fully flesh out their ideas before walking into the meeting. Further, having an end goal, whether it be an idea, a task, or a fleshed-out plan, is essential to a successful meeting. Know what you want to accomplish, and don’t conclude the meeting until these goals are met.
  2. Select the right venue
    Choosing the proper venue for a meeting involves considering time, location, topic, and number of people. Utilizing office IoT solutions can help resolve office utilization or time constraint issues. Room booking software, paired with a system of sensors, can help you understand how meeting spaces should be used and allow you to book them in advance for however much time you need.
  3. Keep track of what’s said!
    The most productive meeting can be rendered useless if none of the guests can remember the specifics of what was said. Designating a notetaker for a team meeting can help to ensure that plans come to fruition, especially when dealing with complex topics. This is a time for your interns to shine. Every guest should jot down a few important notes, and then refer to the meeting minutes to fill in any gaps in their memory.
  4. Don’t invite too many people
    Every hour that an employee spends in a meeting leads to one less hour to complete their regular work; so, inviting eight employees to a meeting, for example, costs an organization eight hours of labor. With financial operations employees working 260 days a year and earning an average wage of around $70/hr in Boston, inviting one extra employee to a meeting per day could cost up to $18,000/year! To reduce the number of employees per meeting without excluding anyone, mark certain employees as optional and offer to share the meeting minutes with them after if they can’t attend.
  5. Encourage participation
    The smartest ideas often come from the quietest person in the room. There is nothing wrong with one person leading a meeting, but a well-rounded discussion requires a broad variety of input. Treating a meeting like an open conversation rather than a set of speeches from the most vocal guests will help to ensure productivity.
  6. Experiment
    Don’t make every meeting the same. Pushing employees out of their comfort zone by switching the time or location of a meeting can drive creative thought and relieve some of the monotony of office work. If you’re feeling crazy, maybe even hold a stand-up meeting or take your team outdoors.
  7. Take meetings seriously
    Always take meetings seriously. Calling a meeting requires all guests to lose their train of thought and divert all attention to the leader of the meeting. If they sacrifice their time to attend a meeting filled with laughs and office gossip, their company suffers. A company can combat unproductive meetings by calling meetings less frequently or reducing the invite list to strictly essential employees.

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