The idea that you can turn boring and unproductive meetings into enjoyable and productive events sounds appealing.
Meetings are necessary for running a successful business. They’re even more important if you have a remote team or if you need to manage remote workers.
Conducting virtual meetings has become vital to businesses that have a virtual team. While it’s efficient to have remote meetings rather than in-person meetings, you, as the meeting organizer, need to know how to conduct team meetings that are successful too.
Ineffective meetings can be a waste of time and become part of your company culture if you do not give them proper attention.
In his book, “No Fail Meetings: 5 Steps to Orchestrate Productive Meetings (and Avoid all the Rest),” Michael Hyatt states most employees attend an average of sixty-two meetings per month. Executives spend 40 to 50 percent of their work time, an average of twenty-three hours per week, sitting in meetings.
Why Do Meetings Fail?
Common reasons meetings fail include:
- No clear agenda or purpose.
- Poor meeting preparation.
- Meeting participants not showing up on time.
- Poor communication prior to, during, and after meetings.
- No follow-up on decisions made during meetings.
- Lack of commitment or buy-in from meeting attendees.
- Inadequate meeting details, which can include lack of an agenda.
- Spending an entire meeting on low priority items.
- Meeting agenda items not discussed.
- Meeting time going beyond what was scheduled.
- Previous meeting action items are not reviewed.
Quite a few drawbacks! It’s time to turn these boring company meetings into productive events.
What a Company Will Gain If They Conduct Effective Meetings
The benefits of having engaging and effective meetings include:
- Increased productivity.
- Better morale in the company and among team members.
- Higher job satisfaction and employee retention.
- A greater sense of belonging among team members.
- Better relationships between departments and team members.
- More time saved.
- Improved performance.
You don’t want to have boring and unproductive meetings. If you want your team to be more engaged and productive at work, conducting effective team meetings will make a difference and have a positive ripple in your company. Your job as a leader is to maximize the time and effort spent on meetings and get tasks done.
5 Ways to Avoid Boring Meetings and Have Engaging and Productive Sessions
Here are steps you can take to conduct productive meetings that are enjoyable for all involved.
1. Determine if a meeting is necessary and, if so, what type and format should it be
Without a clear intent or agenda, your meeting will not be effective and will waste time unnecessarily. In “No Fail Meetings,” Michael Hyatt shares questions you can ask to use as a filter for deciding whether a meeting should be held.
- Do we actually need a meeting at all? Could I, as the leader, simply make a choice about the issue at hand?
- If this is a recurring meeting established over six months ago, is it still beneficial? Do we still need to meet the originally stated outcomes? Do all original attendees still need to be involved?
- Could we address a meeting agenda just as easily in a different way — via email, messaging tool, video, etc.?
- Could a subset of the group meet and still achieve the meeting purpose?
- Could the team meet without me and then inform me of their decision(s) or offer me their recommendation(s)?
If you can get the outcome you want using collaboration tools such as Nimbus Plarform, you will save employee time, which means your team will get more done.
Increase your team’s productivity with Nimbus Platform™
2. Schedule a meeting for the right people, at the right time
Once you’ve decided you need to have one, set a clear agenda or purpose for the meeting. Determine who needs to attend, how long the meeting should be and when you need to meet.
Meeting and ending on time is vital for employee engagement and team morale, and will ensure the time spent is worthwhile.
3. Prepare an outcome-focused agenda
Creating an agenda that meets the purpose of the meeting is the responsibility of the meeting leader. These are some items you need to include in the agenda:
- The purpose of the meeting.
- Any good news since the previous meeting, which can include employee recognition and other details.
- What needs to be reported, where attendees provide status updates.
- Issues to address.
- Discussion to address issues raised.
- How specific issues will be solved after the meeting (To-do list).
- Any additional items that need to be discussed that apply to the purpose of the meeting.
- Conclude with a recap of the To-do list, which should be included in the meeting minutes.
- Give attendees the opportunity to rate the meeting.
4. Engage in productive discussions that move goals or projects forward
This is the time for active participation and meaningful conversations as per the agenda. If conducting virtual meetings, it’s imperative you involve all remote employees by asking questions, checking in on progress and asking for ideas.
When team members are engaged in conversation, this makes it easier to achieve the meeting goal.
5. Record meeting notes, complete your action items and hold team members accountable for theirs
It’s imperative that you record meeting notes (or you can delegate this to someone else). This will ensure tasks are documented and team members know who’s responsible for them.
You know you’ve had a successful meeting when you’ve covered everything on the agenda, and items or tasks on the To-do list are acted on and completed. This makes the time and effort spent on meetings worthwhile.
Things you can do to ensure action steps are completed include sharing meeting details, sending reminder emails, asking for status updates before the next meeting and providing additional support.
As the leader, if you help your team members be successful, that will help you be successful too.
How Nimbus Platform Can Reduce Your Meetings and Increase Team Productivity
Nimbus Platform is more than a note-taking app. It is a business collaboration hub that supports internal collaboration within teams and external collaboration with clients. It’s the one tool you need to manage and share your documents.
Features Nimbus Platform offers include:
- A new note editor that offers a variety of options to create notes and share documents, manage tasks and improve communication within your team via real-time editing, @ mentions and comments.
- Better structure of your information via organization consoles, workspaces, nested folders and tags.
- Ability to share information as public pages, where you can set your privacy controls, add your branding and embed pages into your website.
- Data security via two-step verification and password protection at the page and folder levels.
- Improved productivity by consolidating other apps that also offer what Nimbus Platform does.
- Ability to create screen recording, annotated screenshots and scanned images using OCR technology.
- Available for web, PC, Mac, iPhone, Android, along with the option to work offline.
- And so much more.
To find out how Nimbus Platform can improve your team communication, engagement and productivity so you can get more tasks done, visit our website.
To learn more about Nimbus Platform’s features, check out our blog and get productivity tips, templates and ideas on how you and your team can benefit from the power of Nimbus Platform.