Meetings can be one of the biggest time drains for you as an individual and for a business. A meeting with 7 people all making £20 per hour costs a business £140 per hour. If it is a once-per-week meeting and there are 15 minutes wasted at each meeting, the total yearly waste comes to over £1,800. By following the guidelines listed below, your company can become more meeting smart, more efficient and more productive.
Who really needs to be at the meeting?
Unless they are directly impacting the business or are necessary, meetings can be a costly waste of time. Especially when a large portion of your staff are tied up in meetings that last over an hour, a significant amount of work can be lost.
Think about who really needs to attend the meeting, and who can be left to get on with their work and have information passed on to them by someone who attended.
By thinking more appropriately about who needs to be in the meeting, you are also saving valuable costs for your company. Meeting cost calculators, which are available in online and mobile applications, can help companies compute this cost. By entering in the number of attendees and their average salary, managers can learn the price of each meeting. This may be an eye-opener that’s needed to reduce the number of meetings had.
Is there a clear agenda?
If there isn’t a clear, set up and understood agenda, meetings can easily go off on a tangent and end up being a significant waste of time for all those who are involved. Think about the goals and objectives of your meeting, these need to be clearly introduced and established at the beginning of the meeting.
One good tip might be to prepare a physical or digital agenda before the meeting, listing all of the key topics that need to be covered. The best agendas are specific with time allotments to ensure that all relevant items are being covered. If there isn’t enough time to create an agenda, volunteer to help the organizer keep an eye on the clock.
Is a meeting really needed?
Before you hold a meeting you, should ask yourself: could I relay the same information in an email? If the answer is yes, then an email is your best option. Before wasting your time as well as the time of your colleagues and coworkers, consider the most effective way of delivering the information.