Office meetings are essential to communication, collaboration and innovation in the workplace, but they can also often be irrelevant, time consuming and poorly run.
So much so that a whopping 71 percent of senior managers polled by Harvard Business Review said that meetings are unproductive and inefficient, and 65 percent said meetings keep them from completing their own work. To make matters worse, it has been estimated that ineffective meetings can cost businesses up to $37 billion every year in the US alone.
So what can your business do to ensure that meetings are conducted efficiently and accomplish all of their intended goals? Read on for a few tips.
Have fewer meetings.
According to a study published in Sloan Management Review, meetings have increased in both length and frequency over the past 50 years. Today, executives spend an average of nearly 23 hours a week in meetings, a number that has more than doubled since the 1960s.
But the truth is that when meetings are held on an ongoing basis without any real objective, they tend to get watered down, focusing on ‘look-what-we-did-last-week’ prattle rather than concentrating on more important elements such as decision making and goal setting. So, the next time a meeting is scheduled, ask yourself if it is truly necessary. If you can’t think of a solid reason why it would be, it might be more productive to forgo the meeting and allow your employees to use their time more efficiently.
Stick to an agenda.
Many meetings are often deemed unnecessary because attendees feel that information presented is not relevant or useful, or because discussions go wildly off topic. Even useful meetings are often poorly run, do not meet their planned outcomes and lack participation.
To ensure that meetings are as constructive as possible, it is essential to create an agenda and talking points prior to the start of a meeting. Once you and your team have decided on goals and topics to be discussed, make sure that you distribute the agenda to everyone that will be in attendance. You can do this by sending it via email or, if others need to add to the agenda, by putting it in your company’s cloud solution. You could also provide a printed copy to everyone at the meeting so that it can act as a reminder about the objective of the meeting.
Cloud Connector Core, part of Samsung Printing’s comprehensive Business Core suite, makes this easy by allowing users to seamlessly and securely print directly from the cloud. With support for a wide range of file types (including .JPG, .PDF, .TIFF and .XPS) and cloud services (such as Google Drive, Evernote, Dropbox, Hightail, OneDrive and Microsoft SharePoint Online), the solution offers offices more freedom to work flexibly so meetings are better organized.
Did you know that Samsung’s Business Core is now available for Samsung’s Smart UX App? Head over to the Printing App Center today to discover and download.
Be prepared for the unexpected.
There are often last-minute requests during a meeting, such as someone asking for a hard copy of a presentation to write notes on. There also can be unanticipated hiccups, like when a presenter forgets a critical document. These unexpected happenings can be a time drain, but the right office tools can make them less so.
For example, Samsung’s MFPs boast fast print speeds. (Recently launched ProXpress M4560FX can print up to 45 pages per minute!) As a result, you can quickly print and share handouts with attendees on the spot without wasting valuable time. Many also come equipped with NFC technology which, along with the Samsung Mobile Print app, enables users to instantly print documents stored on their phone – such as that requested PowerPoint deck – by simply tapping their mobile device to the printer.
Or, should you need to make a last-minute change to an important document, the Hancom Office 2014 app allows you to preview and edit Microsoft Office documents, spreadsheets and presentations directly from the Smart UX of your Samsung MFP. No need to run back to your PC!
Create an action plan.
Before the meeting ends, outline an action plan so that your team has a roadmap to work toward. Write out tasks that need to be performed and delegate employees to be responsible for them. Everyone should be able to leave the room knowing what is expected of them.
Printed and soft copies of these action points should be shared along with meeting minutes within 24 hours, as employees will most effectively contribute to results if they get started on action items right away, while the meeting is still fresh on their mind.
By following these tips, you’ll be well on your way to having more efficient meetings – not to mention more satisfied and productive employees.
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