Nextiva Tuesday Tip: How to Stop Wasting Time With Meetings

Are you and your employees spending too much time in meetings? In-person meetings can be the best way to get everyone on the same page, brainstorm new ideas or inspire teamwork. But meetings can easily spiral out of control and start devouring your workday, preventing you and your team from actually accomplishing all the stuff you’ve been meeting about.

Here are five ways to keep your team meetings manageable and productive.

  1. Stop the status meetings. Many businesses set up a weekly “status meeting” for everyone to check in and let the rest of the team know how their projects are going. Typically, this information could be just as easily conveyed by sending a status report everyone can read in 10 minutes.
  2. Keep it short. You’ve heard the saying “Work expands to fill the time available,” and the same is true of meetings. Always have a firm start and end time for your meetings—ideally, no longer than half an hour. This keeps everyone focused. Start wrapping up five minutes before closing time.
  3. Meet on the move. Try holding meetings with everyone standing up or meetings walking outside (obviously, the latter works better with a small team). Attendees will feel more energized, which makes standing meetings a great way to announce companywide changes or other news you want everyone to be excited about.
  4. Ban device use. Smartphones can make meetings take longer as people distracted by their devices miss key information and have to be brought up to speed. If your meetings are half an hour or shorter, it shouldn’t be a problem for everyone to put their phones face down on the table and focus. For longer meetings, set hourly breaks when people can grab refreshments, use the restroom and check phones and tablets.
  5. Be tough. Whoever’s in charge of the meeting needs to be tactful, but strict about keeping conversations on topic, managing “meeting hogs,” ensuring the meeting ends on time and clarifying next steps. If you can’t do this, appoint someone who can. 

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