Meetings – How to make them more productive

What is a meeting – Gathering of people for a particular purpose.

Ideally it should happen for formal discussions with predefined agenda & goal to achieve. But reality is bit different. Let’s think about :

  • Is this the same picture in actual life ?
  • Whenever we meet in our organization, do we have agenda with us ?
  • Are our meetings completed in predefined time duration ?
  • How many meetings are ended with a productive result ?
  • What is the percentage of total meetings held in last 7 days, where we were able to achieve the actual goal ?
  • How many times we meet on adhoc basis in last 7 days

Few very simple questions but hard to answer.

The most important question is – What is the need to call a meeting:

  • To broadcast any information / status update / decision
  • To discuss any topic, give the opportunity to express and listen the viewpoints of others
  • To discuss the implementation of any technical / non technical stuff
  • To conclude on anything with the agreement of more than one stake holders

I have learnt from one of my seniors – “how one can contribute to make a meeting more productive”.

What to do for productive meetings is much clear now :

  • Always be on time
  • Come prepared at your level best
  • Let’s not try to digress the discussion
  • Contribute to conclude the discussion
  • Try to limit on time duration
  • Have shorter meetings
  • Ensure minutes of meeting to be shared with all stake holders
  • Let’s not attend those meetings in which you neither contribute nor takeaway anything

Let’s rephrase the meaning of the Meeting – 

A time bound discussion with well defined agenda/goal in which everyone should come on time & prepared enough to contribute at their level best. Discussion should not be digressed from agenda, one has to supervise it voluntarily.
— A.K.

Thank you for reading my post.

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