Office Conversations: 10 ways to have a productive meeting

In this fast-paced world, where technology helps individuals connect with bosses or co-workers, do employees need to sit together face to face across the table or is a cross-centre video conference enough? Yes, they do need to meet — for better teamwork, avoiding misunderstandings, creating trust, instilling a sense of purpose, resolving differences, generating new ideas... The list is endless. Meetings serve as pipelines for a two-way flow of information from bosses to employees and vice-versa; obstructions can lead to a mess. Here’s how you can turn your meetings into sharp and productive interactions.1. Decide the shape of meetingsShould they be in the office or outside?Should there be crosscentre conferences?Should they last more than a day? Will an offsite be better?2. Have a defined agendaPlan everything you need to coverState the purpose clearly — discussing strategy/problems, stating workarounds, or asking for suggestions/solutions3. Have a time limit for each itemCheck if time is adequate to cover all subjectsPrioritise subjects and allot time accordinglyAssign a time limit for the meeting — the shorter the better4. Whom to invite, and whom to put in chargePick up a suitable person to kickstart the meeting and act as anchorIf announcing a strategy change, invite the people who are affectedIf solving problems, rope in those who will be good sources of information for a solutionPeople not relevant to the meeting subject can negatively affect others5. Don’t have the whole office in one meetingIf bosses want to inform everyone, a memo will doIt is better to have teams when participants/majority of participants are from same level; juniors may not be willing to speak up in the presence of seniorsOutside involvement/people of other teams should come in only as advisers6. Make sure the people called can participateParticipation leads to confidence-buildingHelps generate new ideasLets seniors spot talent7. Don’t let one person or issue hijack the meetingAvoid people who talk more, those who eat into others’ time or are repetitiveAssign time limits upfront8. Jotting down takeawaysAsk a person/persons to note down key points/decisions9. Use visuals and presentations, but keep them shortUse flowcharts, SWOT analyses10. Meeting etiquetteAvoid use of personal gadgetsDon’t be late

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