6 Tips to Improve Workplace Meetings

Workplace meetings have become an integral part of organizational life. Ask any professional about the structure of their typical workday, and they are likely to make mention of the amount of time spent in meetings.

Estimates indicate the typical office worker will attend over 60 meetings per month. What’s worse, employees deem many of the meetings they are required to attend unnecessary. Add in Zoom, Microsoft Teams, and other online collaboration tools increasing in popularity since the pandemic, and you have a recipe for increased frustration and lost productivity. 

Workplace meetings aren’t going away anytime soon. But, there are ways to plan and manage meetings that leave attendees feeling connected and energized about their work. Implementing steps to improve workplace meetings can also contribute to a healthy organizational culture. Here are 6 tips to help you improve workplace meetings.

Recognize the Need

The desire to connect, especially with remote teams, often leads to unnecessary meetings. Leaders need to understand how to determine when to have a meeting and when it’s best to rely on other communication channels. 

Meetings are necessary only when you need direct engagement. Unnecessary meetings lead to employee cynicism while sacrificing productivity. A “working” meeting (where employees collaborate on tasks during the meeting) may also not be well received. Many individuals prefer to work alone and may not find talking through on-going issues with others helpful. In these cases, managers should look to other communication channels like phone, email, or office memos that may be more effective methods for handling minor issues.

Identify the Necessary Players

To avoid employee complaints of wasted time, send meeting invites only to those whose attendance is necessary for the meeting to function effectively. So others don’t feel left out, provide a recap of discussions and tasks accomplished after the meeting has concluded. You might also consider inviting others, but making their attendance optional. Give employees the ability to manage their own work time and schedule by letting them decide which meetings they should attend. This can be more easily accomplished with a clear agenda provided before the meeting. 

Set an Agenda

Once you’ve determined the need for a meeting and the necessary players, set a clear agenda to keep tasks and discussions on track. Ideally, an agenda should include the topics and goals of the discussion as well as the allotted time for each task. Be sure to give time for others to contribute to the agenda, and for the final document to be distributed prior to the meeting. When conversations veer from what you planned during the meeting, keep productivity in mind. It is ultimately the role of the facilitator to manage the discussion and ensure the group’s goals are accomplished. 

Allow for Social Interaction

It is best to avoid attempts to include too much in a single meeting. Not only does a light agenda allow opportunities for in-depth discussion, it also leaves room for “water cooler” conversations. Time to connect on a personal level during workplace meetings is important for relationship building and an overall positive climate. 

Request Advanced Prep

Once the agenda has been circulated, ask attendees to prepare for discussion topics or tasks before the meeting. Advanced preparation can prevent members from becoming distracted by confusion or background research during the meeting. Pre-meeting work will contribute to the overall productivity of the meeting and improve employees’ feelings of accomplishment. As a facilitator, you are also likely to see increased participation. 

Eliminate Pressure to Contribute

Employee engagement will certainly help the group meet its goals during meetings, but it’s important to recognize some people need to listen and process information before contributing. By offering opportunities to contribute after the meeting concludes, you keep the door open for valuable feedback. You should also Include time for follow-up on topics covered during previous meetings when planning future agendas. 

Workplace meetings do not have to be a drain on energy and productivity. With careful thought, planning, and preparation you can engage your team and increase group cohesiveness.