Poor meetings can cost thousands of dollars in time, wages, morale, and lost opportunities. Here are some tips to improve your next meeting. 
Hold meetings as a last resort only. Consider other alternatives, such as E-mail, phone, and quick conversations.
- Conduct the meeting at a time and place that’s convenient for everyone. Consider video chatting or web conferencing tools to save on travel.
- Consider productivity and visual aid materials. Note pads, easel, white board, and a projector are great for brainstorming activity. Everyone contributes more when they can see the work in progress.
- Include only the necessary people in the meeting. Extra executives or fringe players tend to get off point and the more people you have, the harder it is to stay focused.
- Have a stated objective and time-bound agenda. Route them before the meeting, so everyone knows. This is possibly the most important element of a successful meeting.
- Appoint a leader/facilitator to help the group stay on task. You may even want to have a separate time-keeper to help the leader focus on agenda and discussion progress.
- Every attendee should come prepared. No excuses. If there’s an unexpected delay with your assignment, notify the leader – before the meeting – to consider postponement.
- Don’t try to resolve every issue that comes up during discussion. Use a “parking lot” to maintain momentum on your agenda. Utilize effective decision making and problem solving techniques as needed.
- Designate someone to take notes at every meeting. Send minutes out the same day. If there was nothing substantial to note, don’t spend even more time by writing minutes. Afterward, question whether the meeting was necessary to begin with.
- Avoid spur-of-the-moment meetings. They’re often frustrating to the players who are interrupted and almost always go too long.
- Avoid the automatic weekly or daily meeting. This is especially true when you recognize there’s no need for it that day or week. Adjourn early if warranted vs. filling the time.
Put an end to unproductive meetings that go on and on. Use these proven techniques to make the most of your meetings.
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Edward Livesay
Co-Founder & Strategist at Mosaic Strategic partners
Edward Livesay is a business and financial strategist with over 16 years of consultative experience. His work has generated millions of dollars in growth and savings for business and government clients.
