Generally, scheduling meetings on both Fridays and Mondays should be avoided for obvious reasons, such as your staff already being in weekend-mode and a drop in motivation. Also, it’s unlikely you’ll have everyone you want or need, as people usually choose to take long weekends when using up their allocated holiday.
You need to pick a time and day that you think you’re staff will be most engaged, preferably not straight after lunch or too late in the day. If we follow the findings from a popular study, 3pm on Tuesday is the best time to arrange a meeting because most attendees will be available and fully motivated.
2. Find the balance between flexibility and structure
Although it’s extremely important to stay on topic to ensure that you get what you need out of the meeting, it’s also important to allow for fluidity.
It’s inevitable that other issues will arise, but if you feel the other issues are too far detached from the main point of the meeting, ensure you make it known to the attendees that you are going to make a note of them and address them at another time.
As we mentioned before, you could try use a stopwatch during the meeting as a rough time guide – however we wouldn’t advise cutting people off mid-sentence, as this can come across as rude. This method allows the meeting to progress whilst eliminating the risk of offending.
3. Say goodbye to tables
Of course this all depends on the purpose of your meeting, but here at Pinpoint we believe that when you want to achieve total engagement from your team ending with a realistic outcome, for example an action plan, tables are not necessarily the best arrangement and they can even act as a interference.
For group engagement, tables construct a barrier between the leader or facilitator and the group, both physically and metaphorically. It can sometimes create a ‘them’ and us’ situation.
4. Consider banning technology
That’s right – no smartphones, iPads or laptops. It might seem a little juvenile but it ensures full concentration on the meeting at hand & removes all ways of answering that ‘important email’ or just ‘quickly’ checking social media updates. It’s always a good idea to have a break from computer screens where possible!
5. Always try to end with an action plan
Make sure that everyone knows their individual tasks and roles in order to bring about positive change or results. Failing to do so can delay the action plan being implemented, as well as leave people feeling as though no real progress was made during the meeting.
We are sure that by adapting your preferred meeting style in these small ways will achieve major results in engagement and will leave your team feeling optimistic.