Meetings. Love them or hate them, they’re an integral part of running a business and a key method of communication, brainstorming, solving problems and making decisions within the workplace. Despite this, without proper planning and consideration, meetings can often be unproductive and a waste of precious time… With that in mind, we’ve put together a list of tips to make sure all of your meetings, no matter how big or small, are as productive and efficient as can be.
1. Ask yourself “is this meeting completely necessary?”
For many of us, meetings of all kinds are a daily occurrence and can wipe-out hours of the working day. Before sending out an invitation, it’s important to question if time could be saved and the questions could be answered much more conveniently over the phone or by email. We’ve all been present in meetings that could have been an email at least once and know how frustrating this can be.
2. Always prepare an agenda.
Preparing a clear agenda prior to your meeting will set out everything that needs to be achieved in the time and ensure that all topics are covered. Think of it as a check-list that can be prioritised in order of urgency and guides your discussions. Sending a copy of the agenda to attendees ahead of the meeting lets everyone know what is expected and will help them to prepare, arriving ready for a productive discussion.
3. Sometimes less is more.
Does everyone on the invite list really need to be there? There’s nothing worse than being stuck in a meeting and wondering why you’re there, equally when you’re in an overrunning meeting because there are too many people giving opinions. As the old saying goes, “too many cooks spoil the broth” so when sending out an invite, only select people that will play a vital part in the getting through the agenda.
4. Take notes.
It’s practically impossible to remember every point of discussion as little as an hour after the meeting, let alone a week (and seven other meetings) later. Taking down accurate and well-written notes will save time and prevent misunderstandings, and your future self will thank you for it.
5. When hosting, always early to set up.
It’s always when you’re in front of an audience or under time constraints that technology seems to fail, leaving you feeling awkward and under pressure knowing that everyone is waiting for you. Arriving fifteen minutes early will allow plenty of time to connect your laptop to the dreaded projector and call for assistance before everyone else arrives.
6. Close the meeting with a clear plan.
Often in long meetings, there are multiple topics discussed and avenues explored that might leave attendees confused or unclear on how to progress next steps. Each meeting should end with a plan of action to move forward, followed by circulation of meeting notes and a written reminder of key action points – this way, everybody is on the same page and can get straight down to business.
Speaking of meetings, did you know that Targetspace offer a range of fantastic meeting rooms available for half or full day lettings? All from our amazing portfolio of serviced office spaces in the City of London and Holborn, which are also available to let on a flexible basis. One Aldgate and 60 New Broad Street offer a contemporary retuned office solution, minutes from Aldgate and Liverpool Street stations. Lion Court sits in London’s Midtown, close to Holborn and Tottenham Court Road stations.
Whatever the size, scale or aspirations of your business, Targetspace have the answer. To enquire into our serviced offices, virtual office and meeting room locations, contact us directly on 020 3102 4000 or by emailing firstname.lastname@example.org. Alternatively, you can do so by filling in our quick and easy form.