Making meetings matter

and more meaningful

Jun 26, 2019 | Feature

Over the years, the humble meeting has gotten something of a bad reputation.

Days of back-to-back meetings, and meetings that discuss other meetings (the joys!), mean that people can find them painful, sometimes egotistical, and often a waste of time.

It’s a shame, because bringing people together and allowing conversation to flow is an amazing communication tool. So, before you write all meetings off, have a look through these basic tips for making the most of your meetings.

To meet or not to meet?

There is nothing more frustrating than being hauled in to a meeting that should have been an email. People are busy, so decide whether a meeting is actually necessary.

Show some consideration for your colleagues if you can, too. If you’re about to book something in for the only hour they’re not already in a meeting, check with them first. If not, they’ll either decline, or be too frazzled to make a great contribution.

If you only need a short session, try a stand-up meeting. They encourage people to keep it brief and feel more casual which is sometimes exactly what’s needed.

Location, location, location…

Mobile workforces + advanced technology = lots of meeting options.

If a meeting is needed, think about whether you need everyone in the room or if a video conference or Skype meeting would be better. Welcome to the future.

People power 

Have you got the right people in the room? If the correct people aren’t there, it’s likely that one of two things will happen:

1. You’ll end up having the same meeting again in the not-too-distant future

2. You’ll have a meeting that undoes everything you initially decided

Having the right stakeholders in the room will make everyone’s lives easier, even if it’s a little harder to organise.

Failing to prepare…

You all know the adage. If no one is prepared, meetings are stunted. Send out supporting information in advance to give people the chance to swot up or think of ideas. It’s easier for meetings to flow when they don’t begin from a standing start.

It’s also good do a brief re-cap at the start of the meeting, to refresh everyone’s memories.

Bring props

Bring your laptop, your tablet, your sketchpad, a video, or whatever you work with that can bring the subject matter to life.  People love a visual, and it is likely to keep them focused on the matter in hand, not go off on a tangent. Physically seeing your hard work in action is a great motivation for people.

Take action 

Make sure clear actions come out of every meeting, so people feel like they gave up their time for a reason, and you won’t have to have a refresher meeting about the meeting you just had. As much as everyone loves those!

When handled correctly, meetings promote innovation, collaboration and communication, and who doesn’t want that? Let’s make them something people want to participate in, rather than pass up on.

 

You may also like…

Cyber Security

With millions of people around the UK working from home it’s no surprise that we’ve been online more than normal. According to infosecurity magazine in April, there was an overall Internet usage increase of 17%. From Zoom calls for work to FaceTime with friends, people are getting better acquainted with the virtual world.

We see IC Allison Cary

In the second of our series, we caught up with Allison Cary, Internal Communications Lead at Voyage Care, about the ever-evolving role of internal communications in Social Care.

Tone of Voice

COVID-19 has highlighted many things. The British public love banana bread, toilet rolls don’t grow on trees, and how you say something is as important as what you’re saying.

We See IC

Welcome to the first in a series where we grab a cuppa and settle in for a virtual chat with some amazing IC experts.

We caught up with Jen Lock, Senior Internal Communications Manager at Direct Line Group, on all things communications and COVID-19.

Return to the workplace

Internal comms teams will be pivotal in the gradual move back to some sort of workplace ‘normality’. Here are our key points to consider as you start that journey.

That’s the spirit!

Maybe it’s a particular British thing, but we love a good wartime metaphor. When our ‘backs are against the wall’, facing ‘our darkest hour’ us plucky Brits come out fighting.

As we battle with this horrible virus the tone of the national conversation is full of 1940’s references, harking back to a time when we collectively stood together, shoulder to shoulder to beat the forces of evil by keeping calm and carrying on.

World Sleep Day

Friday 13 March is World Sleep Day – yes, it’s a thing.

With the average person spending a third of their lives asleep, it’s fair to say that sleep is instrumental for our overall wellbeing – physically and mentally.

Love what you do

Work is about so much more than just the job you do On the face of it, entering awards can cost both time and money, so it’s easy to talk yourself out of it. But in reality, entering – and winning – awards is great for business on many levels. Here’s why it’s more...

Banish Blue Monday

The third Monday in January has been officially dubbed ‘Blue Monday’. It’s classed as the most depressing day of the year. Many people’s resolutions have fallen off a cliff, the longer month is taking its toll on people’s finances and the weather is dreary. On top of that, there’s work.

January is the time that people often take stock of their careers and the job-hopping begins. Here are a few ideas to engage your employees right from the off this year…

Hello 2020

Happy New Year! On the face of it, entering awards can cost both time and money, so it’s easy to talk yourself out of it. But in reality, entering – and winning – awards is great for business on many levels. Here’s why it’s more than just an accolade. Measure for...