Meetings, whether you like it or not, are not really appreciated by most employees. Indeed, if they could, employees would rather avoid being in one. However, it is an undeniable fact that meetings are crucial in any business enterprise or in any organization, for that matter. It is through regular meetings and conferences that you, as a manager, are able to keep everything on the right track, after all. Here are some things that you need to bear in mind in order to make sure that your meetings are least exasperating and most productive.
Meet on a need-to-meet basis
The above subtitle is not a pun, it means exactly as it is read. Basically, you must make sure that you plan carefully when you intend to conduct a meeting. You have to be sure that you have a clear goal in mind which needs to be accomplished with the meeting.
Do not call a meeting whenever you feel like it. Do not conduct meetings out of routine. You have to understand that your employees and subordinates do not always want to be hanging around with you. They are most productive when you give them the space that they need. Call a meeting only when you feel that your personal touch is necessary. For instance, if your business is lagging behind, then you should call a meeting in order to set things straight yourself.
Of course, if only a specific sector is concerned for a particular issue, there is no need for you to call everybody up. This is a terrible waste of everybody’s time.
Inform everyone in advance of the agenda
As stated earlier, you must plan our properly and comprehensively your intended meeting. You then need to send a communication to your intended participants the critical points, issues, and concerns which you are to discuss and address during the meeting. This is important so that everybody will be ready during the meeting itself.
As much as possible, do not conduct surprise meetings as these are counterproductive. Not only would an unannounced meeting be a waste of time, it would also serve only to create a dangerous rift between you and the rest of your company.
Conduct ‘constructive’ meetings
Some managers conduct meetings for the sole purpose of reprimanding their staff. Even if this is for a noble end, you must never call up a meeting in order to berate your staff in front of everybody else. If you do this, you would be hated, and your company would not be as productive as you want it to be.
If you deem it necessary to reprimand slacking employees, then you need only call them personally to your office. Never try to point a judgmental finger at any specific individual just to serve as a lesson for everyone. Again, this does more harm than good.
Keep your word
Meetings are where things are decided by the group. In the first place, the reason why a meeting is being held is so that decisions can be made collectively. Therefore, as a manager, you have to make sure that the things agreed upon are enforced. Otherwise, all would have been for naught.
There are, of course, other important things that you need to consider so that a meeting will be successful and productive. However, these four will be enough to guide you, especially for starters.