Have you ever found yourself stuck in endless meetings that seem to drag on without purpose?
Not only is it a waste of everyone's time... but it's DRAINING too!
Well, fret no more because we're diving into the ultimate guide on how to improve meeting productivity before, during, and after every call.
In this read, we'll unpack insightful strategies and practical solutions to make your meetings better.
Let’s dive in!
Did you know that having fewer meetings is one of 5 proven ways to increase employee working efficiency? In fact, people waste a lot of time in meetings.
A report by Atlassian found that one of the main culprits of wasted time at work is meetings.
According to Verizon Conferencing (2020):
These statistics paint a clear picture: there's a critical need to improve meeting productivity. But where do we begin?
Let's explore some actionable tips!
We have some amazing hacks for before, during, and after your meeting to ensure you have a productive meeting every single time.
It can be really frustrating and time consuming to send back and forth emails to find the right time. Especially when there are several scheduling tools on the market, like YouCanBookMe, to make the booking experience frictionless. When you make it easier to book time on a calendar, the likelihood of actually booking time increases.
If meeting bookings are a core part of your business, it’s important to keep the most popular booking times open and available for existing and potential clients to pick from. A recent report by YouCanBookMe found that the most common booking time is 10 am.
While some people are morning people and others are not, finding the sweet spot might be a game changer when it comes to maintaining focus during a meeting.
Example: Imagine trying to schedule a coaching session with a client. Instead of exchanging numerous emails with various availability windows, and delays in time waiting for the other to reply, you could send your client a booking link and they’ll immediately be able to see and pick what time slot works best for them. How great is that?
Send out a clear meeting agenda in advance, outlining the purpose of the meeting, desired outcomes, and any pre-reading or preparation needed by attendees. This not only ensures everyone comes prepared to discuss, but also offers participants the opportunity to add any pressing matters to the meeting agenda beforehand. This fosters more productive meetings in the long run.
Example: A financial coach prepares for a client struggling with budgeting. The coach sends a client meeting agenda to help set the stage for their upcoming coaching session. By sending the agenda and objectives of the meeting in advance, the client has ample time to think through the questions and topics they’ll cover, as well as have an opportunity to add in items they’d like to tackle so that the coach can prepare too.
Be selective with your invites. Only invite individuals who directly contribute to the discussion or decision-making process. Share relevant information (reports, documents) and meeting agenda beforehand with others who need to be informed, freeing up meeting time for focused discussions. Consider maximizing AI tools to efficiently disseminate pre-meeting materials. For example, an AI avatar can deliver key information in an engaging video format, keeping everyone informed and updated before the meeting starts.
Leveraging the RACI model can help you determine who to invite. Here's how:
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Encourage participants to review the agenda and any pre-meeting materials to ensure a productive discussion. Moreover, providing clear objectives and expectations for the meeting can help set the stage for focused and constructive dialogue.
Example: In a marketing team meeting focused on a new ad campaign, only team members directly engaged in the creative process and budget allocation are invited. The marketing manager ensures that target audience demographics and brand guidelines are shared in advance, allowing attendees to arrive prepared with ideas.
The VP of Marketing receives updates on the meeting afterward. While their direct involvement wasn't needed for the detailed discussions, their awareness of the decisions made is crucial.
Before scheduling a meeting, consider alternative methods of communication like email or different communication tools.
Let's also consider the benefits of asynchronous tools such as Bluedot’s screen recording feature. Instead of scheduling real-time meetings that can interrupt focus time, why not try recording short videos to convey updates or ideas? This way, team members can watch and respond on their own time.
Example: A design team needs to finalize the layout for a new website. Instead of scheduling a meeting, they could use a collaborative design platform, like Figma, where team members can leave feedback and suggestions on the design mockups async, eliminating the need for a dedicated meeting.
If your meeting involves remote participants, utilize collaborative tools like screen sharing, whiteboards, or document editing platforms. These tools can boost meeting productivity by:
Example: Imagine a marketing team scattered across different time zones, tasked with brainstorming ideas for a new product launch. Virtual whiteboards like Miro come to the rescue, facilitating a collaborative and engaging brainstorming session despite the physical distance.
Taking thorough notes during meetings isn't just about documentation—it's a powerful strategy for increasing productivity. By actively engaging with the discussion and capturing key decisions, next steps, and action items, note-takers ensure that everyone remains focused and accountable. This also makes your life easier when it comes to writing your follow-up email.
To streamline this essential process and maximize productivity, consider leveraging a transcription tool like Bluedot's AI notetaker.
Example: After the design team meeting, a designated team member uses this collaborative note-taking tool to capture feedback on the mockups and assigns clear next steps for revisions to specific team members with deadlines. The team member also did research on call recording laws before implementing this hack.
Kick off meetings with icebreakers to ease participants into the conversation, creating a comfortable atmosphere for collaboration. Share the meeting agenda in advance to give individuals who prefer more time to prepare the opportunity to contribute confidently.
Utilize techniques like breakout sessions, polls, and open-ended questions to encourage active participation from all team members. This approach ensures that every voice is valued, leading to a more diverse range of perspectives and innovative solutions.
Example: During a marketing meeting to brainstorm new campaign ideas, the team leader uses an online polling tool to gather audience preferences for different marketing channels. This allows everyone to participate and contribute, regardless of their comfort level speaking up in a larger group and increase meeting productivity.
Ensure everyone stays informed and aligned by promptly distributing meeting notes to all attendees and all relevant documents to stakeholders.
This is where the RACI model comes into play again, ensuring that only those who need to be in the meeting are invited, and the rest get updates on the focal points of the meeting afterwards. This transparency fosters collaboration and keeps everyone on track and informed.
Example: The design team's notetaker shares the meeting notes with the company leaders' broader marketing team, keeping everyone informed about the progress and next steps for the ad campaign.
When the meeting draws to a close, revisit the documented next steps and ensure everyone understands their assigned tasks and ownership. Briefly discuss any potential roadblocks and identify solutions to prevent delays.
Example: After the marketing team meeting, the team leader reviews the meeting minutes and documents the next steps for the new campaign launch. They ensure everyone understands their responsibilities, address any concerns about specific tasks, and brainstorm solutions for potential challenges that might arise. This final clarification solidifies accountability and prevents confusion or delays in execution.
If a follow-up session is needed to keep the project moving forward, schedule the next meeting directly during the current one. This ensures everyone is aware of their upcoming commitments and avoids the need for additional scheduling emails. Remember, only schedule follow-ups if truly necessary to avoid unnecessary recurring meetings that hinder productivity.
Example: After a successful brainstorming session for a marketing campaign, the team leader recognizes the need to discuss and finalize the campaign budget. To maintain momentum and avoid delays, they propose scheduling a brief follow-up meeting the following day solely focused on budget allocation.
By implementing these 10 practical hacks, you can increase meeting productivity for more effective meetings. Remember, the cornerstone of successful meetings lies in efficient planning, clear communication, and active participation from all attendees.
Are you ready to supercharge your meeting efficiency and eliminate the scheduling headache once and for all? YouCanBookMe is the ultimate solution. This user-friendly scheduling tool empowers you to:
YouCanBookMe isn't just another scheduling tool, it's an investment in your team's productivity and well-being. Experience the difference for yourself and try it for free today!