In this article I would like to provide an interesting alternative way to have a productive meeting. My clients often complain about meetings as they can be often pointless and time-consuming while there are other important tasks to be done.
1. Make the purpose clear
One important point is to begin each meeting with a brief review of the purpose for the meeting. By starting off each meeting with a restatement of its purpose, you can make all participants stay focus and productive.
2. Outcomes, actions and deadlines are the most important points.
If you want to have all meetings results-oriented, it’s better to start with the potential outcome, the action steps required to implement the solution, the timeline for completion. Next step is to assign responsibilities for the project’s success. I advise to avoid long presentations to stay more effective.
3. Change table-and-chairs setup
Apple CEO Tim Cook mentioned that 100% of employees would receive standing desks to help promote a healthier lifestyle. Why not to implement this in meetings environment, as well? This could will help people see their options differently and break the habit of sitting. It also generates a greater sense of excitement about the work – try this tactic and you will see the result yourself.
4. Reduce meeting time
Try to block just 15 minutes to run through the highlights (while encouraging people to stand). The rest of meeting time spend on outcomes, actions and deadlines, but no more than 45 minutes. Even if we reduce just some percent of each meeting, like 15 minutes per a meeting, we will save up to 5 hours per month (having 5 meeting a week) and 60 hours a year!
5. Decide if this meeting is necessary
Don’t get me wrong I don’t underestimate the meetings value, but not all meetings are necessary. To avoid the meeting, decide if it is necessary or you can solve things by simple phone calls.
6. Invite the right number of people to your meetings
Invite too many or too few people to your meeting, could be a mistake and there is a risk you won’t reach your target. But luckily, according the specific target, there is a rule for attendee numbers. Just determine the meeting goal and stick to this rule:
· To solve a problem, 4 to 6 people is ideal
· To make a decision, four to seven people is enough
· To set an agenda, from 5 to 15 people
· To brainstorm, from 10 to 20 people
Do you have any other ideas or suggestions how to make meetings more productive? If you have your question, please write it below, I would be glad to answer your questions or to introduce your project to my team at Astorts Group to be evaluated.
Alessandro Rocco Pietrocola is an entrepreneur and investor based in London and operating mainly in Europe, Asia and Oceania with main focus on UK, Baltic Countries, Russia, China, Hong Kong, Malaysia, Singapore, Middle East and New Zealand as area of interest! At the moment is the Ceo of Astorts Group. He is an UK FCA (Financial Conduct Authority) Approved Person and is has great experience as director of regulated companies. He uses to dedicate part of his life to inspire others and help them achieve the most out of their life. Since he was 20, he had successfully founded and managed several companies operating in the field of management consulting, wealth management and fintech. He loves travelling, he is a cigars lover, an amateur golfer and a dapper man.