For any successful organisation, meetings play a great role when it comes to decision making or devising a growth strategy. Unfortunately, when these meetings are poorly conducted, it can not only lead to a waste of time but also impact the organisation’s bottomline.
The following are the common problems that organisations usually face while running meetings and how these problems can be addressed.
Problem 1: Lengthy and directionless discussion
Meetings often lose track, with attendees discussing topics completely different from what was intended. This wastes participants’ time and leads to no results.
Another problem that plagues meetings is lengthy discussions. When this is the case, meetings run for a longer time and turn into boring talk-fests that lack productivity.
Solution: Have an agenda
Create a well-designed agenda that includes the action items that need to be discussed in the meeting, along with the time allotted to each action item. Distribute the agenda among the participants ahead of the meeting so that everyone knows the purpose of the meeting and can come prepared. Having an agenda will help you ensure that the attendees discuss only the action items mentioned in the agenda for the stipulated time. This will help prevent the meeting from going off the track.
Meeting tracker software with complete meeting management tools can help you easily create and distribute the meeting agenda among your participants while saving your time and effort.
Problem 2: Late attendees
Organisations waste considerable time and money when meetings do not start on time. A meeting scheduled for 9:00 am is likely to start at 9:10 am or even later. This delays tasks and decision-making processes, hindering growth.
Solution: Develop a rule to encourage starting on time
You can have a rule that anyone who does not join the meeting on time would have to fulfill a condition to enter the meeting. It could be anything – like singing a song of their choice. It would be fun, and at the same time, it would encourage your participants to be present for meetings on time.
You can leverage meeting attendance tracking software to keep a record of your participants.
Problem 3: No follow-up
Following up on meetings is as important as having an efficient discussion during the meeting. No matter how productive your meeting was, it would be of no use until you follow-up and gauge the progress of your accomplishments. Unfortunately, many meetings are conducted without any follow-ups, and it is difficult to recall who was responsible for what.
Solution: Record meeting minutes
Meeting minutes keep a record of what was discussed during the meeting, what was to be achieved, and who was responsible for achieving those goals. Well-documented meeting minutes should be shared with attendees after the meeting and a person should take charge of following-up on action items.
Meeting tracker software can streamline and accelerate the process to create and distribute meeting minutes among your team members.
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 tracker 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.