Ensure meetings run smoothly with PHD’s guide
Meetings are a weekly if not daily occurrence in most businesses, but what is the sense in a meeting that doesn’t lead to better efficiency and increased productivity?
What’s more, wasted time in unproductive meetings is also wasted money.
Research from Epson and the Centre for Economics and Business Research (Cebr) found that workers waste two hours and 39 minutes in ineffective meetings every week, costing businesses an estimated £26 billion a year.
However, meetings are necessary part of a professional working environment. They create opportunities for staff to network, share ideas as well as encourage teamwork and involvement in business developments.
PHD has created a guide to running effective meetings to help businesses get the most from time spent in the boardroom.
In terms of content, meetings need to be straight to the point and remain focused throughout trying proactively not to sway off topic, tackling topics in a brief and concise fashion.
Meetings should be organised and start and end on time. Participants should be emailed the agenda at least 24 hours in advance so they are aware of topics to be discussed and then receive a follow-up email within 24 hours after the meeting with actions to be taken.
All participants should make a conscious effort to participate positively and ideas, rather than people, should be challenged constructively. People who are not speaking should listen and not begin a side conversation – mainly out of courtesy but so that ideas are not missed or talked over.
Additional top tips:
- The day of the week can significantly affect the success of a meeting; Monday and Friday are seen as the least effective days to carry out important meetings with the risk of people being in “weekend mode”. Therefore, ideally Tuesday, Wednesday and Thursday are better suited for higher levels of productivity and participation.
- The time of day is also important, studies have found that mid-morning meetings are the most effective as consumers have had time to prepare for the meetings beforehand and are not low on energy due to it being earlier on in the day. If the morning does not work for the company, 3pm has been found as another successful time as participants have overcome their post-lunchtime sluggishness but wont be clock watching as it not yet approaching the end of the working day.
- Temperature should be just right – if a room is too hot or too cold it could largely effect the concentration and creative output of participants
- Lighting should not be too overpowering, bright lighting can be very off putting and can in some cases cause headaches, we are not suggesting a meeting in the dark of course – opt for natural light where possible