4IT Blog

4IT has been serving the Miami area since 2003, providing IT Support such as technical helpdesk support, computer support, and consulting to small and medium-sized businesses.

Common-Sense Steps You Can Take to Make Meetings More Productive

Common-Sense Steps You Can Take to Make Meetings More Productive

How much time does your staff spend actually doing work compared to simply communicating about work? There’s a big difference, primarily in terms of making you money versus costing you money. Truth be told, employees spend nearly 80 percent of their time either in meetings, on the phone, or responding to emails. By finding ways for your team to communicate more efficiently, they will effectively spend less time yapping and more time making you money.

Seeing just how much this issue monopolizes an employee’s workday, there are many different angles you can take to tackle this problem and streamline operations. One of the biggest areas you can start with happens to also be a medium that you personally have the most control over, meetings.

For starters, making meetings more efficient means thinking about how meetings are actually run. Now, you’re likely already doing this to some extent. After all, no leader just shows up to a meeting without a plan or some sort of agenda in place. Instead, we’re suggesting that there’s value in taking a step back and reevaluating the purpose of your meetings. Upon doing so, you may discover that the goal of your meetings can even be achieved in better ways than having everyone gather in one room. If this is the case, then you may be able to forgo the meeting altogether. This is a helpful exercise to go through because of how easy it is to get stuck in the rut of “meeting for the sake of meeting.”

Once you’ve made the determination that having a meeting is the best way to achieve your goal, you’re next going to want to communicate the purpose of the meeting to all who are involved. When everybody understands what the intended outcome is regarding why they’re gathered, everybody will be on the same page and wasting time by getting off topic will be minimized.

As a bonus, this move will help you wrap up meetings earlier. This could even help change the way certain employees think about meetings, particularly workers that may be so tied to their schedules that they feel obligated to keep a meeting going until it’s scheduled to end--even if the goal was achieved early on. It should go without saying that ending a meeting earlier than scheduled will lead to workers being able to spend more time, you know, working.

Another proactive measure you can take to streamline your meetings is to create an outline and send it to everyone at least 24 hours in advance. By doing this, participants will know what to expect and be able to provide quality input before and during the meeting. This due to the simple fact that they’ve had adequate time to run through the meeting in their head and formulate thoughtful questions and responses. As a bonus, you can send information to the participants relating to the topic at hand, and ask them to have it read before the meeting, sort of like assigning homework. This will make meetings feel less like everyone is “shooting from the hip,” and more like all involved are contributing in meaningful ways.

When the meeting ends, you can streamline the process further by getting honest feedback. By taking time to hear the participants\' thoughts on whether or not the goals were met, and what ideas they may have about improving how meetings are run, you’ll be able to tweak and enhance future meetings based on such feedback.

Of course, when it comes to streamlining communications around the office, equipping your workforce with the right technology can be a tremendous help. For example, technology can serve as an aid to make meetings more efficient, like utilizing video conferencing tools so people can participate in a virtual meeting from wherever they may be, even via their mobile device.

At the end of the day, strategically implementing the right collaboration technologies will go a long way in improving the efficiency of your operation so that more revenue-generating projects can get accomplished. Need help with this? Call 4IT today at 305-278-7100 for assistance with finding and implementing collaboration technologies that will best meet the unique needs of your business.

 

Comments

No comments made yet. Be the first to submit a comment
Already Registered? Login Here
Guest
Sunday, 19 November 2017
If you'd like to register, please fill in the username, password and name fields.

Mobile? Grab this Article!

Qr Code

Tag Cloud

security Tip of the Week Technology Cloud Privacy Best Practices Microsoft software Internet Business Computing Hackers Backup Productivity Hosted Solutions Business Management Managed Service Provider Google Malware IT Services Business Efficiency Windows Disaster Recovery Innovation IT Support Business Continuity Hardware Workplace Tips VoIP Computer User Tips Saving Money Miscellaneous Virtualization Windows 10 Upgrade Mobile Devices Mobile Device Management Data Network Security Server Mobile Computing Alert Email Save Money Microsoft Office Communication Network communications Quick Tips Smartphone Small Business Social Media Smartphones Information Technology BYOD Going Green Mobile Office Health Android Office Apps Operating System Application Ransomware Chrome Browser Managed IT Services Outsourced IT Gadgets Mobility Holiday Firewall Avoiding Downtime Disaster Tablet Productivity Managed IT WiFi Data Management Cybersecurity Search Cybercrime Passwords Telephone Systems The Internet of Things Remote Computing Unified Threat Management IT Solutions Risk Management Spam BDR Best Practice Apple VPN Employer-Employee Relationship Budget Vendor Management Facebook Automation Hard Drives Hacking Saving Time Remote Monitoring History User Error Phishing Law Enforcement Password Collaboration Hosted Solution Computers Data Recovery Wireless Technology Marketing Recovery Phone System Money Big Data Data Backup Content Filtering Office Tips iPhone Customer Relationship Management Proactive IT Virus Social Work/Life Balance Lithium-ion battery Office 365 Vulnerability Telephony Bring Your Own Device Current Events Printer Humor USB Administration Analytics Wearable Technology Encryption Gmail Router Antivirus Maintenance PowerPoint Government Shortcut Cost Management Users Intranet Bandwidth Windows 8 Printer Server Social Engineering Laptop OneNote Private Cloud Politics Education Personal Information Trending Net Neutrality Point of Sale IT COnsultant Wireless Unsupported Software Tech Support Computer Repair Google Drive Cloud Computing SaaS Data Security Outlook Audit HaaS Save Time Data Protection App Business Intelligence Sports Flexibility online currency Customer Service Update Biometrics Retail IT Support Virtual Reality Samsung Meetings Windows 10 Wi-Fi Emergency Artificial Intelligence Efficency Applications Instant Messaging Emails HIPAA hacker Entertainment Benefits Network Congestion Computer Accessories Transportation DDoS Data Storage Display Help Desk Mouse Robot Compliance Computer Care Battery Augmented Reality Automobile Two-factor Authentication End of Support Paperless Office Managing Stress Excel Fax Server Internet Exlporer Workplace Streaming Media Internet of Things Social Networking Travel Identity Theft Solid State Drive Uninterrupted Power Supply Twitter Employer Employee Relationship Word SharePoint data breach Worker Commute Settings Operating Sysytem Legislation WIndows Server 2008 Uograde PDF Images Surge Protector Files Television Windows Ink Teamwork Scalability risk management 3D Printing Busines Continuity Safety Patch Management Networking Text Messaging Near Field Communication Chromecast Google Maps How To Commerce Upgrades Regulation ISP Human Resources IT consulting Administrator Training Software as a Service Running Cable Colocation Wiring Consultant The Blindside Of Sync Programming Information Blogging Reliable Computing Access Company Culture Data Loss Black Market iOS Managed IT Service Bloatware Debate Touchscreen IT Security Adobe Managed IT Services Website Cleaning Google Docs Computer Fan Experience Keyboard Licensing OneDrive Branding Avoid Downtime Microsoft Excel Distributed Denial of Service Dark Web Amazon Music Screen Mirroring Co-managed IT Hiring/Firing Nokia WIndows 7 Storage Data storage Inbound Marketing File Sharing eWaste Books Cast Regulations Lifestyle Smart Technology Video Games Windows 10s Ebay Computing Value systems Document Management Nanotechnology Data Breach Advertising Cameras Tablets Legal Hard Disk Drive User Root Cause Analysis Science Touchpad Mobile Device hack Managed Security HBO Virtual Desktop Presentation Scam NFL Bluetooth best practices Best Available CrashOverride Cortana IT Technicians IT Management Hard Drive Microblogging Youtube Supercomputer Electronic Medical Records Buisness Sales IT Budget Comparison Managed Service Provder Webinar Reputation Specifications Gift Giving Shadow IT Relocation Webinar Mobile IT solutions Professional Services IT service Domains Tutorial Taxes