How to make your group meetings more efficient

To deliver maximum productivity and great results, employees within a business need to thrive from a sense of unity and share common goals. One of the best ways to achieve this is by ensuring regular collaboration and the sharing of important updates; aspects that are often covered in weekly company meetings.

When conducted efficiently, group meetings are integral to a business’s progress and performance. They ensure a tight-knit workplace culture, cultivating a group of employees that can work towards the same end goals.  

By contrast, a two-hour long meeting that hasn’t been planned sufficiently can turn into a waste of valuable time; time that could have been spent curating ideas that will develop the business. So, how, exactly, can you ensure that you’re making the most of your group meetings?

Create a robust plan beforehand

It’s highly important that, as the meeting host, you take time beforehand to create a plan. Firstly, establish your purpose – what are your reasons for hosting the meeting? Are you hoping to generate new ideas for a particular project, or simply aiming to update everyone on business results? It’s important to bring your purpose to mind first – and from here, you can plan the meeting in sections accordingly.

Take the time to write a list of everything that you need to cover, making sure that you note down the most important items first. Set a time for your meeting, and try splitting each section into timed slots so that you don’t overrun. If possible, it’s a good idea to try and distribute the plans throughout your workforce in advance, so people can jot down any ideas they’d like to bring up in the meeting.

Ensure a conversational style

Rather than simply just talking to your employees, try to keep the meeting conversational. Avoid displaying formal presentations where possible, and try to allow everyone to feel on the same level. Ask open questions, and welcome any input – this will keep your employees interested, and offer new perspectives to build on your own ideas and projects.

Once you’ve distributed the meeting plan, you could ask your employees to jot down one point each that they’d like to be covered. This will not only keep your employees engaged, but it will also show that as the meeting host, you’re interested in involving the ideas of others.

Focus on the outcomes of the meeting

Every successful meeting should have an outcome. Whether it’s an improved understanding amongst your workforce, or the next step towards your business goals, you should always feel as though the meeting has achieved something. If you’re getting a little off track during the meeting, remind yourself to focus on the results – think about the bigger picture, and the ultimate reason as to why you’re bringing up each point.

Of course, some meetings will be more successful than others; but as long as you establish a purpose, create a plan and focus on results, you’ll ensure that as a team, you take a step forward towards your business goals with each meeting.

If you’d like to discuss in more detail how you can improve your group meetings, don’t hesitate to contact a member of our team.

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