Posted on: September 01, 2014
Written by: Jessica Minato, Senior Marketing Coordinator, SilverBirch Hotels & Resorts
You’re scrambling out of your office on your way into back-to-back meetings when your friendly outlook alert pops up, incoming email. Do you stop to read it? You’re already on the brink of being late to your department’s weekly discussion. What if it’s urgent? you wonder, can it wait? Annoyed at the fact you’ll be confined in meetings for the next 4 hours, you decide to quickly check your mail.
As we’re all aware, regardless of meeting schedules, workloads are seldom put on hold. So when you’re buried in projects and ‘in the zone’, sometimes the last thing you feel like doing is removing yourself from your desk to join a potentially not-so-productive meeting. But occasionally productive meetings are necessary to get things done, as long as they fall under one of the top 3 driving forces:
- To generate new ideas through brainstorming as a group
- To share information that is better communicated face-to-face
- To make a decision based on available information
To ensure the meeting is set for success, make sure you invite the right people, stick to a firm agenda, and always close the meeting with a summary of action items and deadlines when applicable.
On the contrary, there are at least 3 good reasons to avoid scheduling meetings:
- The reoccurring meeting – Regularly scheduled meetings are great for guaranteeing that people reserve time, but often lack critical purpose. If your weekly meeting isn’t productive, cancel it, that way you’ll bring more value to those meetings you do hold.
- The ‘no new information’ meetings – There’s no point to sitting through charts, graphs and rambling on to learn that everything’s exactly the same as last week. Sharing minute data offline via email can be more respectful of everyone’s time.
- The ‘last minute’ meeting – The agenda goes out moments before the meeting is called, not giving attendees ample time to prepare. Instead, reschedule the meeting at a later date to allow for better contribution.
The goal isn’t to discredit meetings, but to avoid wasting people’s time and limiting productivity. Effective meetings focus on what needs to be done, while leveraging the knowledge and skillset of your coworkers, to achieve your short-term and long-term goals.
If your proposed meeting falls into the category of ‘good reasons to meet’, ensure that the meeting is well-planned and well-executed. A professional and innovative meeting space, such as a SilverBirch Conference Centre®, can mean a more productive and enjoyable experience for everyone.