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7 Ways to Make Meetings More Efficient
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7 ways to have efficient meetings
- Decide if the meeting is necessary in the first place.
- Establish a clear purpose for the meeting and write up an agenda.
- Start on time and stop on time.
- Cover important items first.
- Summarize each conclusion and get closure.
- Assign specific responsibility. Be clear about who is going to do what and when.
- Keep notes and circulate minutes.
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What makes meetings effective
- They achieve the meeting's objective.
- They take up a minimum amount of time.
- They leave participants feeling that a sensible process has been followed.
The Meeting's Objective
For a meeting to meet this outcome, or objective, you have to be clear about what it is.
To prepare an agenda, consider the following factors:
- Priorities – what absolutely must be covered?
- Results – what do you need to accomplish at the meeting?
- Participants – who needs to attend the meeting for it to be successful?
- Sequence – in what order will you cover the topics?
- Timing – how much time will spend on each topic?
- Date and time – when will the meeting take place?
- Place – where will the meeting take place?
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The first 5-7 minutes of a meeting
....is the most important component for conducting more effective meetings.
It establishes the parameters, organizes the terms of reference and tells everybody in the room w...
Begin right on time
During a meeting, do not penalize the people who were there on time by waiting for others who are late.
Assume that the latecomer is not coming at all and get right on with the meeting.
Encouraging open discussions
During meetings, it’s very important to get input from everybody, not only from those eager to contribute but even from those who are shyer and less likely to speak up.
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Be selective
When you start on a project, make sure it is something you are passionate about and you want to see through.
If you aren’t sure that this is something you really want to do, try it out on a s...
Estimate the resources you need
It doesn’t have to be exhaustive. Just a quick outline will help. The point is to have something that guides you.
Do a quick plan on how much time and effort this idea will take, so you can have a bird’s eye view.
Budget your time and energy
Good planning of resources help you plan out your energy and expectations.
So plan out your time and resources accordingly and integrate them into your schedule/to-do list. Block out time in your calendar for the project. Give yourself some buffer as well, in case of contingencies.