Team Meeting at 4:00 PM

Meetings suck. It’s pretty much universally agreed upon. You rarely hear somebody say “Boy, I can’t wait for that two hour meeting tonight after an 8 hour day working!” Us here at BluePoint agree that meetings can be tedious and time consuming, but are a necessary component to all successful businesses. That’s why we try […]

Meetings suck. It’s pretty much universally agreed upon. You rarely hear somebody say “Boy, I can’t wait for that two hour meeting tonight after an 8 hour day working!” Us here at BluePoint agree that meetings can be tedious and time consuming, but are a necessary component to all successful businesses. That’s why we try to make the most of them, and we want to help others do the same! Here are some tips we try to follow that may make your meetings less tortuous, less dreaded, and less drawn-out. (Disclaimer: pure joy and excitement for meetings is not guaranteed.)

 

    1. Plan ahead of time. Never go into a meeting not having a plan of what to discuss. By establishing objectives and a plan, you know when the right time to end a meeting is. And, if you have a meeting scheduled until 4 but end at 3:30, it’s okay! As long as you met your goals and met them well, then it’s okay to let people leave early.
    2. Stay on track. Keep the chit chat to a minimum and focus on the work that needs to be done. If you have a talkative team, like BluePoint, then build in 5 or 10 minute breaks in order to have conversation, but get back to the meeting on time.
    3. Time box your meetings. Time boxing is a method that BluePoint loves to utilize. Basically, it’s setting a time limit on each section of your meeting. For example, have you team discuss business strategy from 1:30-2:00, and at 2:00, all discussion of business strategy is finished. This is a method that can be modified to be more flexible, so your team could add or subtract 5 minutes as needed.
    4. Know when enough is enough. If you feel that your meeting isn’t making any more progress and is being dragged out, it’s probably not a good idea to keep people around. Instead, reschedule the meeting for another time when people may be more attentive and interactive. As long as you’re not having to reschedule meetings consistently, this is okay. Sometimes people need a break, and knowing when to allow that break is key to a healthy and successful business.
    5. Make the meeting as welcoming as possible. If your meeting is especially long one day, it may be nice to make it a more welcoming environment by providing water, coffee, and some snacks. In the past, BluePoint has ordered popcorn from a local shop, mini subs from Jimmy Johns, and even baked cookies. Any improvement to the mood of the meeting can improve productivity!

 

 

Some of these tips may be self-explanatory, but surprisingly difficult to adhere too. Of course, not all of these tips are going to benefit your company and team, but maybe some will. We hope that this may help change the groans about meetings into cheers! Well, maybe that’s a jump, but any progress is good progress, right?

Laura Nearing

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