Meetings are part of every company's routine. They are where problems are discussed, decisions are made and group work is defined. But are they all necessary? What is the ideal time and frequency for meetings to be productive? This is a challenge that every manager faces on a daily basis. To help you with this task, we've put together 5 tips to make your productive meetings and make it less stressful for the whole team.
Have a clear goal
The first question is: when scheduling a meeting, ask yourself why it's taking place and what objectives the event is intended to achieve. It could be to inform the team, receive follow-up information, coordinate projects, train or be trained on new procedures, plan goals, develop strategies, monitor results, set priorities, readjust the budget, socialize with the team, among other reasons. Once this is clear, it's easier to conduct the meeting, maintain focus and ensure the productivity and quality.
Delegate roles to participants
The second point is to define roles among the team members. Define who will be the coordinator who calls the meeting and leads the meeting, who will be the facilitator who will help the participants stay focused on the main issue to reach a conclusion, define who will be the timekeeper, remembering the start and end of the conversation and the support team, who should provide the technical resources for the meeting.
Have a pre-defined agenda
With these two topics defined, prepare the agenda for the meeting and share it with the colleagues who will be present on the day. Prioritize clear and objective topics that indicate an action to be taken, so there is no dispersion. To save time, the Strategy Management Stratec's software makes it possible to set up a calendar of meetings to monitor results, whether at a strategic or sectoral level. "The software makes this easier by creating a calendar of meetings throughout the year. When scheduling, it is possible to determine the start and end time of the meeting, how often it will take place, the agenda and who will be taking part. The software already sends the invitation to all participants and blocks the time in the guests' agenda," explains Guilherme Barbassa, director of Stratec.
Choose a good time
According to experts, the best time to hold a company meeting is in the morning. first hour of Monday, when the team is rested from the weekend and needs motivation to work. But if someone arrives late, don't interrupt the meeting and ask the latecomer to follow up on their colleagues' notes, so as not to create disruption or lose focus.
Leave everything on record
To keep everything on record, Gestão Estratégica also allows you to create the minutes of the meeting in the system itself, archiving what was decided and making the document available to everyone who took part in the event. In addition, the manager saves time when preparing a follow-up meeting. This is because they don't need to prepare a special presentation for the meeting. The software itself already provides a dashboard with the most relevant information. "To facilitate the dynamics of the meeting and reduce work, the manager can already create the meeting script in the software, using the reports in presentation form. When the meeting starts, simply project the software onto a multimedia resource and it will present all the topics chosen by the manager in advance," says Barbassa.
It is also worth noting that the system also has a feature that tracks the time of the presentation, making it possible to control the duration of the meeting and maintain focus.
These and many other features are available at Strategic Management Software. To learn more about the system, request a presentation.
