How to increase the value of meetings, conceptually, is a difficult beast to tame. Too many meetings lead to lower productivity due to the level of distractions. Too few meetings… also lead to lower productivity due to employees having low information on their actual tasks.
And between all of that, there are issues that unexpectedly arise from the quality of the meetings themselves. The very structure of a meeting can lead to inefficient results, causing confusion or eating up working hours with a focus on topics that aren’t actually helping anyone improve material results of the task at hand.
Simply put, an effort to increase the value of meetings is one of the most difficult skill sets to perfect, regardless of the type of business at hand. With that in mind, here are four essential tips geared towards generating a positive ROI on any new equipment needed to increase the value of meetings:
- Rely on simple, accessible technology to keep the focus on communication over IT.
With the myriad options available, it’s easy to fall into the trap of meetings relying on too many technological variables with the potential to cause issues. Focus on meetings that facilitate simple, broadly compatible technologies, such as projectors that easily serve content from personal devices. When presenters only have to connect a familiar device through HDMI, time-consuming troubleshooting disappears.
2. Schedule video meetings whenever appropriate.
Even within the same building, it’s often a boon to be able to quickly meet and exchange ideas or issue instructions without the logistics of going to a physical meeting space. Getting in the habit of video conferencing makes it easier to build meetings where even a single participant who is off-site can be brought in at a whim, seamlessly.
3. Craft an immersive meeting experience.
Attentiveness is the currency of meetings. It’s incredibly easy to reflexively go through the motions of a meeting, especially for experienced employees. Keep attendees engaged by cutting down on downtime, setting a structure that asks for input from everyone present at a consistent pace, and always ends with a strong call to action that succinctly rephrases exactly what needs to be done going forward.
4. Leverage software to book and schedule meetings.
A major roadblock for meetings, especially in corporate settings, is the deceptively complex process of booking and scheduling. Avoid this by standardizing an RSVP system, so each attendee receives an invite they are meant to respond to. This cuts down on unexpected absences and blocks out exactly how much time away from the regular working day is required for the meeting in question.
Following these simple tips, you’ll be well on the path to increase the value of meetings. Contact us today for more business advice on how to keep your business running profitably.
Manny Skevofilax is a consultant and speaker that helps his clients successfully navigate the challenges of growing their businesses profitably. Since 2003, Manny helps businesses enhance their results by using his experience in strategic planning, financial statement analysis, operations, organizational development, and team-building. His consulting firm, PORTAL CFO Consulting, Inc., has attracted clients from diverse industries in the United States and abroad.
Manny can be reached at 410-808-3441 or via email at manny@portalcfo.com.