+27 65 842 4644 info@adminassist.co.za

According to recent survey data released by wireless presentation specialists Barco, a person will spend more than 8 hours a week in meetings. That equals about 11 weeks a year. Further, 59% of people feel their engagement is affected by the number of meetings in a day.

I’m sure we can all think of the many meetings we have unnecessarily attended. Times when we have been unclear of the outcomes or felt frustrated that a subsequent meeting has covered exactly the same topic.

Here are 4 tips on how you can host effective and valuable meetings:

1. Have a clear purpose for your meeting
Some types of meetings are legit, others aren’t. Meetings should never be held for the sole purpose of sharing information. That’s what email, chat, and company intranets are for.
In the best case scenario, a meeting’s purpose is to make a decision or create something collaboratively. Project planning, mapping out customer journeys, setting goals, solving a problem, all these are situations where holding a meeting is probably the most effective way to get it done.

2. Invite the right people
The subject and objectives of the meeting determine the participants required to attend. To be sure, you want to invite the minimum number of people needed to achieve your goal. But you also want the group to bring diverse perspectives and knowledge, especially if the purpose of the meeting is to solve a tough problem or brainstorm.

3. Share the meeting agenda
Few things are more annoying than the person who sends a meeting invite with no indication whatsoever of what will happen in the meeting, and therefore, no clue as to why you’re being invited. Ensure you include your agenda in the invitation, so people can determine whether they really need to be there and if not, decline the meeting or suggest someone else.

Your meeting agenda might have just one item. That’s fine! The point is to have an agenda that relays the outcome you want – e.g., “Brainstorm 5 or more ways we could improve customer retention by the end of the year”.

4. Send the Minutes of Meeting timeously
Yes, you really do need to have minutes for your meetings! At least, you do for the formal meetings — the ones that involve decisions, budgets or responsibilities being allocated to other people. If you are working on a project, that’s important too: the project needs a record of what was discussed, so you should record the meeting. Send the minutes out as soon so the people who weren’t able to attend the meeting, or who weren’t present for a part of it, will have the opportunity to be brought up to speed.

Call us as AdminAssist today for a professional assistant to take minutes at your next meeting, or learn how else you can take advantage of our knowledge and skills.