There is a widespread opinion claiming that gathering people for discussing work duties and identifying main strategic objectives is nothing more than a relic of the past. You may support this claim because they do steal a lot of time and energy. Or you might disagree with this point of view because all these events happen for a reason. The purpose of meeting always includes precise objectives. Anyway, as a member of any team, you most likely attend or even host meetings. When you cannot escape it, make sure that you are doing your meetings right.
The purpose of meetings: Why organizations conduct them regularly
There are multiple formats of meetings you may be familiar with: reporting meetings, discussion sessions (briefings, brainstorms, etc.), and motivational meetups. They serve different purposes, but when done ineffectively, it is just a waste of time, especially when company management dictates running an important meeting weekly or even daily. The last option is completely unnecessary since only minor updates happen within one day, so it will be enough to send a follow-up email with details.
In the paragraph above, we talk about general meetings, not private meetings for the initiative group, top managers, or company board of directors. Those events are in a special category. They are always well-regulated in terms of time, usually short, with just a few people in the room. So, we mainly focus on the purpose of staff meetings that we are all part of regularly.
Meeting routines can be less distracting when they are well-organized. For example, when everything is scheduled to a minute and everyone realizes they are here for a precise purpose of meeting. There are plenty of examples when organizations manage to raise the team discipline by setting the goals and objectives for employees more clearly. In addition to that, it becomes easier to review the results of the meetings, especially when you track tasks with advanced meeting software such as yoyomeeting. Never underestimate the importance of meeting goals in time.
Psychological aspect plays a major role within any group of people working together towards the same goal. When everyone contributes to the project, they want their efforts to be appreciated, and for those occasions, you don’t need regular meetings. It will be enough to send a cheering email at the beginning of the week to boost their morale, boost working productivity, stimulate efficient work for the next few days. And by the end of the week, you should call an important meeting to discuss the results and compliment each person for their contribution. Don’t just “meet and greet” – only hold meetings, when there is a real purpose of meetings. People will appreciate this!
To sum it all, here are the key points explaining why are meetings important:
- Improving team discipline
- Motivating the staff
- Setting goals and objectives
- New ideas generation
- Sharing important information with everyone at once
Important meeting? Don’t panic, come prepared!
If you are hosting a meeting unprepared, there is a high probability that it will end up being a pointless discussion without a clear structure. This questions the purpose of your meeting at all! So try everything to avoid this! And when the purpose of the meeting is to discuss the future of the project with your management, you need everything to go according to plan, or there will be no follow up meeting.
But fear not! As we have a handful of advice for you on how to get prepared and determine the main meeting objective. First of all, write down the questions like what is this meeting about/what are we trying to achieve in this situation? Now you can move to the meeting agenda defined by the main goals. We recommend narrowing down the number of meeting goals. It is better to discuss a few topics thoroughly then numerous superficially.
You might find it difficult to track all these things in your mind, so why not try to make things a little bit easier with our meeting planning checklist? You can download it right now free of charge, and we promise it will help you with organizing each new meeting on the calendar.
Meeting objective: Best practices and examples
No matter what type of meeting you are planning, you still need to keep in focus its main objective. A meeting objective is what measures the productivity of the session. You have done a good job if you manage to meet the objective. Otherwise, you just wasted your and everyone else’s time. It becomes more difficult to keep everything in order when you need to attend (or host) multiple meetings during a day due to numerous agendas. These meeting objective examples will simplify your task and might work in different situations, depending on the purpose of the meeting.
The vast majority of meeting routines falls into the following categories (according to the main objective of the meeting):
- Make decisions
- Provide updates
- Brainstorm ideas
- Boost personnel morale
Let’s quickly review them, starting with the decision-making protocol. Usually, meetings with such objectives imply making major decisions. Those decisions are crucial for the project and will have far-reaching consequences, so everything must be discussed with top managers, directors, and stakeholders. Let’s take a meeting about the future merger agreement with a smaller company as an example. This process will likely redefine the whole order of things, so you need to analyze all the pros and cons before proceeding.
Meetings on status updates are also important for the well-being of any company. They are not just about informing people about progress and plans. They are more about reviewing the challenges and difficulties on the way to the final goal. Ask attendees to share their thoughts on their work in progress as well as already completed tasks. Sharing insights may help everybody realize the importance of meetings.
Don’t be afraid to call meetings to generate fresh ideas. Just don’t organize them too often, there is still work to be done. Brainstorm meetings are most effective in the beginning or mid-phase of the new project, for example, when you are about to launch a marketing campaign. Make the ideation session as informal as possible so that everyone will feel at ease and relaxed. This way, you will have higher chances to come up with extraordinary ideas.
Meetings for boosting the team’s spirit are very common. But some managers prefer to call them when things aren’t going well. Instead, make them regular but super short. Everyone will feel involved in the process, appreciated for their achievements, and motivated to work effectively. No one will ever question the purpose of your meetings from then on.
Now you understand the purpose of meetings in your organization and the reasons to hold them. Wise managers know how to organize the workflow within any team, and we know how to boost your productivity as a manager responsible for meeting routines! Get a free trial of yoyomeeting now! This add-on for Office 365 is designed to simplify your meetings with a set of straightforward tools.
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