Meetings are a dreaded yet all too familiar aspect of any office space in AZ. The issue isn’t so much with the concept of the meeting itself, but rather the way in which most meetings are executed. An estimated 11 million meetings are held daily in the United States, most of which are perceived to be wasted time. Disorganization, lack of purpose or agenda, unprepared employees, and tangent conversations are all factors that chip away at the efficiency of your meeting.
Here are some tips to save precious time and keep your Arizona office space meetings running smoothly and efficiently:
• Have a clear goal- Establish the purpose of the meeting; It’s important to know prior to meeting what you are there to accomplish. Are you solving a problem, making a decision or having a discussion? Make your goal clear and ask yourself after the meeting if your goal was met.
• Create an agenda- Astonishingly, 63% of meetings are held without a pre-planned agenda to guide the discussion. Write an agenda before the meeting outlining the important topics that need to be addressed. Be sure to request any materials or documents that are pertinent ahead of time and include them when sending out the agenda. During the meeting appoint a person to make sure you stick to the agenda and keep the meeting on track.
• Ask questions- Pose relevant questions to your employees before the meeting to give them time to think about a possible idea or solution. This will cut down on thinking time during your meeting, and give them the chance to bring well-thought ideas to the table.
• Don’t be afraid to reschedule- Sometimes situations arise in your Arizona office space and key players or decision makers can’t make it to a meeting. If that’s the case, don’t feel obligated to hold the meeting just because it’s scheduled. Instead, wait until all important parties can be present and you can all productively work together, without having to wait for approval or a second opinion.
• Maintain strict punctuality- It’s important to start and end the meeting on time. In addition to being professional, this conveys that you respect people’s time. If people are running behind, start without them so the present attendees don’t have their time wasted.
• Follow up- Take the time to send out a brief email summarizing how the meeting went. Cover what was accomplished and highlight any outstanding action items. Note the things that need further attention or questions that still need answering. This is a way to show the time was worth spent and to get a head start on your next meeting.
What tactics do you employ to keep your meetings running smoothly and efficiently? Tell us on our LinkedIn page! If you have any questions regarding office space in AZ, direct them to Camroad Properties. Check out our blog for more tips and advice on office culture!
WRITTEN BY: Portia Dempsey