How to Ensure Your Next Meeting Is Productive

Updated on

Over the weekend, I was having a conversation over the weekend with Mary, a marketing manager at a service industry. Mary shared how she dread Mondays because of the routine meetings that happen just for the sake of it. She claimed that the meeting has to happen regardless of whether anything important is to be said or done. Also, the meetings seemed to be scheduled for every little thing. They gather in the conference room, only to find that the meeting would drag on for hours, with no clear agenda or purpose.

Truth is, meetings have become a necessary evil in the corporate world. While they are meant to be a platform for collaboration and effective communication, many employees dread them. So, why do employees hate meetings? Why do they feel like meetings are a waste of time?

Here are the top reasons why do employees hate meetings:

  1. Routine Meetings—These meetings must happen regardless of whether anything important is to be said or done.
  2. Inconclusive meetings—Meetings that do not result in a concrete action plan.
  3. Top-down meetings—Most meetings are chaired by the boss. They become a kind of monologue, with one person giving all the questions and answers while others simply nod or agree.
  4. Cross-functional meetings—Such meetings involve members from different departments; at the outset, they should be great. However, they become ineffective with no clear ownership, and confusion prevails.
  5. Early morning, during lunch, after-hours meetings, or meetings that start late and/or finish late.
  6. Meetings where no one is assigned the minutes
  7. When meetings are cancelled just before they start, usually, this is a good thing, but when it’s a 7:30 am meeting, and I had to come in early for it, not so good.

How to Ensure Your Next Meeting Is Productive?

It is possible to turn the tables and ensure that your next meeting is productive.

Yes, How?

1. Have a clear purpose and agenda for the meeting: This means defining what you want to achieve in the meeting and what topics will be discussed to all participants prior to the meeting so they can come prepared.

2. Set time limits for each agenda item: Stick to the schedule and encourage participants to be concise and to the point when speaking.

3. Involve only the necessary participants: Too often, meetings become crowded with attendees who have no real stake in the decisions being made or the topics being discussed.

4. Encourage active participation from all attendees during the meeting: Make sure everyone has an opportunity to contribute their ideas, opinions, and concerns.

5. Always end your meetings with clear action items and next steps.

In conclusion, employees hate meetings because they often feel like a waste of time and lack structure. However, by following some simple steps, you can ensure that your next meeting is productive.