Ruth Klein

Six Ways to Gain Greater Productivity from Mandatory Meetings

You might see ways to reduce your stress at work by encouraging the implementation of these six tips to make your mandated meetings more productive.

Even at today's high-stress, long-hours workplace, researchers report that traditional meetings still dominate at most companies. Meetings can stretch interminably into hours, creating more stress for time-strapped employees who must then have to dedicate time away from their tasks.

There are some companies who use the format of 'action meetings' where they are agenda driven to focus on the most critical items and where the time limits are strictly adhered to. Even if you don't administrate the meeting and it's agenda, you can keep your own part short by offering a hand out to economize on time. Not every meeting has to address every issue. Sometimes, only the main team members will attend mini-meetings.

These six tools can help you generate far greater productivity in your meetings.

1. Only schedule smart meetings. Don't schedule meetings unless they actually can solve a problem. Are there three problems that can only be solved with a meeting? If so, make those three problems your agenda, and distribute the agenda well in advance of the meeting. This will allow all involved to have ample time to come prepared with possible solutions.

3. Set time limits. Aim for succinct and brief. Stick with your promises to end your meeting when you said it would end. If you did not meet your goals within that time, study what happened to ensure your next meeting will be more productive.

4. Allow no distractions. Mandate that all cell phones, laptops and other electronic devices be turned off. This will force participants to focus without distractions.

5. Create an escape hatch. Announce at the start of your meeting that issues not resolved or questions remaining can be addressed by a five-minute follow-up meeting involving only interested parties, an e-mail exchange, or a telephone call. Announcing your follow-up plan at the start of the meeting will help you end all meetings on time.

6. Be prepared. Whether you are giving a meeting or going to a meeting, do your homework in advance. If you don't know what will be addressed, ask well in advance.

If your company falls into these stress-filled parameters, why not make an effort to get more productive? See if he would be up for trying one of the tips. Give him time before the next session so he can absorb the ideas. You might even provide a copy of this article to back yourself up!

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