If I asked you to raise your hands to tell me if you like meetings, I would probably see one or two people timidly lift their arms. Unfortunately, meetings have become the black sheep of work.

However, you should focus on them. You should hold productive meetings because they’re opportunities to promote exchange between your employees and take a look at the progress of your projects. Rather, they’re perceived as unproductive, boring, repetitive, with no real purpose and without any tracking. It’s not really positive.

It still possible to reverse this trend and understand why it has come to this. That’s what I will do in this series of blog post about meetings.

Meetings are at the center of our operations. They are essential to the smooth running of projects, in order to achieve the established objectives. My experience helped me understand that one of the main problems is that, basically, people don’t understand why we meet.

We said we should hold a department meeting every week, but we don’t know why.

I think there are 3 main reasons why we should meet:

1-      Provide information to members of our team. The regular department meetings are a perfect example of that. Since their purpose is to allow an exchange of information between employees, it’s important to have information to communicate before inviting people to this type of meeting.

2-      Make decisions. In any project, there are stages where we must make decisions and those taken by a majority of participants remain, by far, the best decisions. It’s important to present the right information so that informed decisions can be made.

3-      Allow exchanges, brainstorm, and consultation. The goal here is to share and maximize the potential of a group to advance a project. Avoid doing monologs and, instead, take advantage of the value of the group.

It’s possible to hold a meeting for many of those reasons. Sure, you can, in the same meeting, inform your employees about something, make a decision on another point and request a consultation for another. However, it’s not a common practice. Mix the goals of a meeting require a great planning, both from the leader and the participants.

It’s therefore important to ask ourselves what goal we should aim to set the agenda and determine who will be invited to this meeting.

Beenote offers you this flexibility through a simple approach to plan meetings; you establish goals for each point. That way, participants understand why a meeting is hold and they can prepare themselves adequately. Informed people participate more.

Serial Technology entrepreneur with over 25 years of experience in managing and marketing of new technology. Beenote, 1st paperless meeting management portal for boards, committees and their teams.

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