Different studies show that meetings have the unfortunate tendency to be less and less productive , time-consuming and not really effective.
The lack of organization and guidelines are often decried, especially since nothing concrete emerges in many situations.
Result: everyone feels like they’ve wasted their time.
Moreover, according to Cadreo, an executive spends 16 years in meetings and most of them are considered totally useless!
With these 7 tips, we hope to give you the keys to making your next marketing meetings (finally!) productive, efficient and useful.
Respect the timing!
Meetings that greatly exceed the time originally planned are far too frequent, and this is the first criticism leveled against them .
Ideally, meetings should not exceed 1 hour ; also from 30 minutes to 60 minutes is a duration that allows everyone to maintain a high level of concentration and involvement.
If you have planned a 30-minute meeting, respect the deadline and if everything is said after a quarter of an hour, then put an end to it, there is no point in hanging around to arrive exactly at 30 minutes.
But in case you know the meeting will take more than 1 hour, just plan a short break.
Don’t call everyone
For a truly effective meeting that opens with a list of concrete tasks to be carried out, bring together only the people directly concerned!
Be aware that a large proportion of employees believe that the maximum number of people who should participate in a meeting should not be more than 6 .
This is easily understood by the fact that beyond 6 people, it begins to be difficult to manage the discussions.
Judge the interest of the meeting
Is the meeting you want to organize really useful ? Or would it not rather be a simple habit to systematically bring your collaborators together to transmit information? If this is the case, an email is enough !
Many meetings are without real interest, without real purpose.
Ask yourself the question of whether the meeting you want to organize brings a real plus to the projects in progress.
Establish a precise schedule and communicate it
Let future attendees know ahead of time by giving them simple but useful details: meeting time , location, and who will be attending.
Also communicate the objectives of the meeting: what is the purpose? Be clear and concise!
In the same vein, do not hesitate to indicate the order of the topics covered and the time that will be devoted to them.
This makes it possible to clearly mark the ground by preparing the participants to hold the information necessary for the preparation of the meeting.
Create a relaxed atmosphere… but studious!
You can work very seriously without taking yourself too seriously. A meeting does not have to be a bad moment , without falling into the atmosphere of the end-of-day drink either. You need to find the balance between professionalism and a relaxed atmosphere. Why ? because it gives everyone the opportunity to express themselves freely, and therefore to move projects forward. This creates an atmosphere conducive to motivation.
In fact, the challenge is to control the progress of the meeting without controlling the floor, without limiting the exchanges. Be careful, of course, not to give into discussions of the commercial coffee type; it is also up to you to reframe the remarks if necessary by recalling the agenda.
Allow time for questions
Many points often need to be clarified in a meeting, and the mistake is to schedule a question-and-answer time at the very end of the meeting. This can lead to errors in the tasks to be performed, major misunderstandings and even frustrations.
The best thing is to plan time slots for questions and answers at the end of each point covered, step by step, and not at the very end.
Keep commitments made and ideas validated
Nothing could be more irritating, demotivating and counter-productive for an employee to have the feeling that the decisions made in meetings are not applied! That the ideas he proposed have not been validated, in short that his word does not count.
If several points were validated in the meeting, apply them! A meeting should also be an opportunity for everyone to take part in decisions and to realize that actions follow words.
A meeting can therefore be totally productive and generate added value for ongoing projects as long as it is thought out, prepared and carried out methodically.