Daily meetings are an integral part of a business. They’re simple to set up, easy to manage, and always productive. They are a time to share and discuss the day’s events and give feedback on employees’ productivity. The real challenge comes in how you conduct them. If you don’t handle them correctly, you may be wasting time. You can run a very structured, productive meeting by following these tips.
1. Set a Time Limit for the Meeting
The time limit will help you keep the meeting on topic and move it along. For example, starting with a rule about how many minutes participants can speak will allow everyone to speak in meaningful portions. If people take too long, the meeting could run over, and you might forget to hear the important things your employees have to say. If you set no time limit, you’ll be forever wondering what to do when your employees cover the ground they’ve already covered or spend too much time asking the same question.
2. Introduce New Topics
Don’t reuse old topics for new meetings. Have a brainstorming session with your employees about what they want to discuss in future meetings. They may want to discuss new policies, new projects, and other topics that will help the business. Insisting on engaging them in the same old discussions over and over is like talking about business with a group of people at a party. They’ll get bored and stop caring about what you have to say. If you introduce new topics, your employees will stay interested in attending the meetings.
3. Display Your Presentations
Keep presentations short and to the point. Let everyone know what you’re going to discuss, then get started. Don’t spend too much time explaining because you could lose people looking for a more engaging discussion. Displaying presentations on your computer or using a projector will help demonstrate your points better than just reading. You can invest in video wall display systems or LED screens if your budget allows.
4. Give Quick Assessments
As you’re getting ready for your meetings, ask yourself the following questions about your employees: Do they have a job to do? Do they do it well? If not, what can you do about it? Offer quick feedback to help improve their performance. If you can’t, you may be the one getting in their way.
5. Involve Everyone
When you have meetings with multiple people, involve everyone in the discussion. Make sure they know they’re free to voice their opinions and consider them carefully before deciding. When you keep everyone involved and aware, you’ll be able to make the right decisions for your business. They will also feel they are important to the team’s success and give you their best work.
6. Consider Using Specialized Tools
If you use specialized tools, your meetings might be easier to run and more interesting for your audience. Try using a decision matrix to help you make better decisions faster. This tool helps you take into account the importance of each topic and the impacts it will have on various departments and individuals within the company. Various project management software programs can greatly improve your team’s productivity. You might want to use a survey or poll tool to get input from your employees on one specific matter. There are many free and paid tools that you can use to collect votes and feedback.
7. Don’t Fix What Works
Every meeting should be based on the results of the previous meeting. If people aren’t getting results, don’t try to change things up. Let them know what went well in the last meeting and how their actions led to success. You can also let them know what didn’t work and give them ideas for how they can improve things. Many companies use focus groups or surveys to get feedback about their meetings from employees and to help them improve their methods in the future.
8. Stay Focused and Efficient
You should make your meetings as efficient as possible. Once the meeting topic is out, don’t let it brush up against other topics. That will only lead to confusion and wasted time. Be prepared when the meeting starts. You may even want to start the discussion with a review of last week’s discussion or an update on what has happened since then. By staying focused, your meetings should run smoothly and take less time than when you first started holding them.
Remember how you were taught in school to list what you’re going to discuss in a report or essay? It’s no different with business meetings. Be clear about the goals for each meeting, and you’ll have much better results. These tips will help you lead your meetings in the right direction and keep employees engaged.