Meetings can easily be called the cornerstone of business communication. Has the rise of email, meeting software, and apps like Slack stepped in to help unburden the meeting-inundated? Yes! But the meeting is still the basic activity that drives industry forward—particularly for boards of directors.
That being said, it’s clear that the meeting could use a little modernizing. Time has become the most valuable business commodity, which means that saving time, encouraging efficiency, and developing effectiveness are some of the smartest choices that leaders can make. Here are our tips for making meetings more effective for everyone involved:
1. Determine whether the meeting really needs to happen.
As mentioned above, there are several new methods for avoiding the need for an in-person meeting. Before scheduling a meeting, ask yourself (or your group), “Is this the smartest and most efficient way for our group to address the question at hand?” It may seem like a no-brainer, but many people default to scheduling a meeting when practically any issue arises. The best way to avoid unnecessary meetings is to question whether every meeting is essential.
2. Start on time.
If a meeting is absolutely necessary, make sure you begin at the scheduled time. Even 6-7 minutes lost can drastically affect productivity. If individuals arrive late, don’t stop to revisit everything that has already been discussed. If they need to be caught up, an individual can provide that information outside of meeting time. By starting on time, you’re reminding people that every person’s time is valuable and should be respected.
3. Have an objective and an agenda.
If a meeting must happen, it’s probably because you need to reach a specific end goal. Be sure that goal is clearly stated prior to the meeting. When individuals know what is expected from a gathering, they’re more likely to hone in on the conversation that is most necessary. Additionally, lean on the use of an agenda even if you consider the meeting to be more casual in nature. Agendas can move discussion along more efficiently and ensure that your group touches all of the topics that are essential to the meeting’s success.
4. Record decisions, assigned tasks, and a plan for future steps.
Don’t let the meeting end without a documented plan for moving forward. With a plan in place, you’re more likely to avoid unnecessary meetings down the line. Have someone record what has been decided as well as which individuals have related tasks to complete and when they need to be completed by. Have a strategy in place for how the group will proceed once the meeting is completed.
At Directorpoint, we focus on giving board members the tools they need to take board meetings to the next level of effectiveness. With our software, they can annotate information, communicate securely with other directors, vote on questions, and so much more. To see how Directorpoint can transform your board, schedule a demo with us today!