Collaboration is paramount to the success of any business. While meetings are a crucial part of the process, unproductive sessions lead to no results, thereby costingtime and money.
According to a survey across the UK, 41% of employees agreed that they feel more stressed after unproductive meetings and 36% said that they do not feel motivated. In addition, 37% of meetings are unproductive, adding no value to an organisation.
Since time is one of the most valuable assets for any business, it is important that you conduct efficient meetings that can make a positive contribution to your business. However, if you are having inefficient meetings, it may be because of the following reasons:
1. You do not have an agenda
A meeting without an agenda is directionless – you do not know the purpose of the meeting and what you want to achieve from it.
Create an agenda focusing on the points that you want to discuss and the things you need to decide in the meeting and stick to it! This will prevent you from getting off track in your meeting. Once you have prepared an agenda, share it with everyone required to attend the meeting in advance so that they can come prepared for the meeting.
Creating an agenda manually can be time-consuming, but intuitive meeting management software like meetingTRAC provides custom agenda templates that can be easily populated and shared with team members electronically, in realtime.
2. You are having long meetings
Rather than having a long meeting once a week, it is more efficient to have short, daily stand-up meetings. A quick recap of yesterday’s jobs and what is on the agenda for today will keep your staff up-to-date with daily goals. However, the purpose of stand-up meetings is communication, not problem-solving. If you need to have larger discussions, it is suitable to have smaller meetings, only involving those who can contribution to decisions and solutions.
Regardless of the type of meeting you want to organise, meeting management software can help you efficiently schedule and plan your meeting while taking less time and effort than that required manually.
3. You are inviting too many people to your meetings
Many organisations make the mistake of inviting team members who do not need to be there to meetings. This not only wastes their valuable time, but also increases your chances of losing track of your meeting. Ideally, a meeting should not have more than 10 people. Furthermore, everyone who attends the meeting should participate in the discussion and providetheir input.
4. You do not take meeting minutes
It is quite likely that organisations that have inefficient meetingsdo not take meeting minutes, which makes it difficult for them to recall all the important details – such as what was discussed and decided in the meeting, what short-term and long-term goals were set, what actions need to be complete as a result of the meeting, who will be responsible to achieve the set goals, and more. This ultimately prevents organisations from gauging progress.
This is why it is crucial to record meeting minutes and share them with everyone who attended the meeting to ensure that the participantsare well aware of their responsibilities and work toward achieving their goals. You can leverage meeting minutes software as an alternative to keeping meeting minutes manually. Meeting minutes software enables easy recording and distribution of meeting minutes.
meetingTRAC for Efficient Meeting Management
meetingTRAC is smart and easy meeting management software that automates scheduling and agenda templates, allowing minutes and actions to be recorded and distributed electronically in realtime.
meetingTRAC lightens the load on businesses, clubs, and community group volunteers by saving time, reducing stress, and empowering clubs and organisations to get on with what really matters. In addition, meetingTRAC helps save money in preparing, running, and reporting on meetings.
meetingTRAC meeting management software is easy to integrate into any organisation, can run on any computer or mobile device, and does not require any software download.
Sign up for a 7-day free trial to explore how meetingTRAC can help you drive efficient meetings.