{"id":505244,"date":"2021-07-29T15:00:00","date_gmt":"2021-07-29T09:30:00","guid":{"rendered":"https:\/\/www.springworks.in\/blog\/?p=505244"},"modified":"2024-11-11T16:26:16","modified_gmt":"2024-11-11T10:56:16","slug":"improve-team-meetings","status":"publish","type":"post","link":"https:\/\/blog.springworks.in\/improve-team-meetings\/","title":{"rendered":"How Much Do Bad Meetings Cost? 5 Tips to Improve Your Next Team Meeting"},"content":{"rendered":"\n<p>Today\u2019s modern workplaces function around open, rapid, and efficient communication, with meetings facilitating this communication. Meetings are forums to move the work of the organization forward.&nbsp;<\/p>\n\n\n\n<p><a href=\"https:\/\/www.springworks.in\/blog\/daily-stand-up-meeting\/\">Meetings help coordinate work between teams<\/a>, individuals, managers, and decision-makers by obtaining status updates, brainstorming ideas, business planning, and the promulgation of decisions and instructions.&nbsp;<\/p>\n\n\n\n<p>Meetings are, thus, an integral part of the functioning of any organization. However, they need to be properly organized, carefully conducted, and meticulously followed to derive the maximum benefit.<\/p>\n\n\n\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_77 counter-hierarchy ez-toc-counter ez-toc-light-blue ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"#\" data-href=\"https:\/\/blog.springworks.in\/improve-team-meetings\/#Bad_Meetings_Are_Costly_Affairs\" >Bad Meetings Are Costly Affairs<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"#\" data-href=\"https:\/\/blog.springworks.in\/improve-team-meetings\/#Reasons_Meetings_are_Inefficient_What_Can_Be_Done_to_Fix_It\" >Reasons Meetings are Inefficient &amp; What Can Be Done to Fix It?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"#\" data-href=\"https:\/\/blog.springworks.in\/improve-team-meetings\/#Improper_Opening_Inadequate_Preparation\" >Improper Opening &amp; Inadequate Preparation<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"#\" data-href=\"https:\/\/blog.springworks.in\/improve-team-meetings\/#Lack_of_Focus_Excess_Attendees\" >Lack of Focus &amp; Excess Attendees<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"#\" data-href=\"https:\/\/blog.springworks.in\/improve-team-meetings\/#Poor_Organisational_Culture\" >Poor Organisational Culture<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"#\" data-href=\"https:\/\/blog.springworks.in\/improve-team-meetings\/#Closing_Meetings\" >Closing Meetings<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"#\" data-href=\"https:\/\/blog.springworks.in\/improve-team-meetings\/#Follow-up\" >Follow-up<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"#\" data-href=\"https:\/\/blog.springworks.in\/improve-team-meetings\/#Final_Words\" >Final Words<\/a><\/li><\/ul><\/nav><\/div>\n<h2 class=\"wp-block-heading\" id=\"h-bad-meetings-are-costly-affairs\"><span class=\"ez-toc-section\" id=\"Bad_Meetings_Are_Costly_Affairs\"><\/span><strong>Bad Meetings Are Costly Affairs<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Running efficient meetings is an <a href=\"https:\/\/www.springworks.in\/blog\/improve-communication-skills-at-work\/\">essential skill in a leader<\/a>. While it seems like a straightforward task, most meetings end up being run inefficiently due to poor planning and a lack of organization.&nbsp;<\/p>\n\n\n\n<p>According to a study published in the <a href=\"https:\/\/www.tandfonline.com\/doi\/abs\/10.1080\/1359432X.2012.745988\" target=\"_blank\" rel=\"noreferrer noopener\">European Journal of Work &amp; Organisation Psychology<\/a>, inefficient meetings cost American businesses up to USD 37 Billion annually. Another report published in the <a href=\"https:\/\/www.thehrdigest.com\/excessive-cost-ineffective-meetings\/\" target=\"_blank\" rel=\"noreferrer noopener\">HR Digest<\/a> estimates that professionals lose approximately 31 hours of productive time on monthly meetings.<\/p>\n\n\n\n<p>Considering the high cost of inefficient meetings, the question that business leaders need to be asking themselves is \u2014 how to improve team meetings?<\/p>\n\n\n\n<p>Although there are no easy answers, some proven strategies improve meeting effectiveness and bring about <a href=\"https:\/\/www.springworks.in\/blog\/slack-apps-to-build-team-culture-and-increase-engagement\/\">effective team communication.<\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-reasons-meetings-are-inefficient-amp-what-can-be-done-to-fix-it\"><span class=\"ez-toc-section\" id=\"Reasons_Meetings_are_Inefficient_What_Can_Be_Done_to_Fix_It\"><\/span><strong>Reasons Meetings are Inefficient &amp; What Can Be Done to Fix It?<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Several factors can derail the success of a business meeting. Read on to learn how you can improve meeting efficiency by eliminating some common causes of ineffective meetings.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-improper-opening-amp-inadequate-preparation\"><span class=\"ez-toc-section\" id=\"Improper_Opening_Inadequate_Preparation\"><\/span><strong>Improper Opening &amp; Inadequate Preparation<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>The chairperson should open the meeting by laying out the background, an overview of the meeting\u2019s agenda, desired outcomes, the meeting end time, and then kick-start the meeting by opening the first agenda item for discussion. <\/p>\n\n\n\n<p>Also, participants coming to the meeting without adequate preparation leads to lower than the desired outcome from the meeting. Occasionally, this is because the meeting agenda is not communicated to the participants sufficiently in advance. <\/p>\n\n\n\n<p>This can be overcome by avoiding unplanned meetings (barring emergencies), communicating complete information about the meeting\u2019s agenda and the expected goals and outcomes well before the meeting date to enable required preparation by the participants. In this stage, consider implementing <a href=\"https:\/\/blog.virtosoftware.com\/how-to-create-office-365-shared-calendar\/\" target=\"_blank\" rel=\"noreferrer noopener\">office 365 group calendar<\/a> to <a href=\"https:\/\/www.springworks.in\/blog\/effective-team-meetings\/\">make team meetings more organized<\/a>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-lack-of-focus-amp-excess-attendees\"><span class=\"ez-toc-section\" id=\"Lack_of_Focus_Excess_Attendees\"><\/span><strong>Lack of Focus &amp; Excess Attendees<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>The chairperson should maintain order in the meeting, allow participants to express their opinions freely, ensure that the discussions are crisp and that the participants do not ramble, insist that the circulated agenda points are strictly adhered to, and the scheduled timelines for the meeting are broadly kept. <\/p>\n\n\n\n<p>As a general rule, the larger a team, the greater the difficulty in managing it. This is equally true for meetings. Invitations to meetings should strictly be restricted to essential participants only. Hangers-on should be disallowed. <\/p>\n\n\n\n<p>More people in a meeting leads to unnecessary discussions and distractions &#8211; making it difficult to arrive at decisions. Discipline in minimizing the number of attendees in a meeting is a key aspect determining how meetings can be improved.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-poor-organisational-culture\"><span class=\"ez-toc-section\" id=\"Poor_Organisational_Culture\"><\/span><strong>Poor<\/strong> <strong>Organisational Culture<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>The organization should foster culture through relevant training that no one should intrude during a meeting. Prior training on good meeting etiquette to improve meeting efficiency ensures that all follow basic norms such as switching off mobile phones and laptops. <\/p>\n\n\n\n<p>Absenteeism in meetings &#8211; another sign of poor organizational culture occurs due to a lack of coordination with the participants to schedule the meeting at a mutually convenient time. Adequate advance notice must be given, and it is also essential to follow up through reminders. <\/p>\n\n\n\n<p>Absenteeism of key participants defeats the purpose of the meeting, requiring reconvening of the meeting leading to an avoidable waste of time and effort of all the participants.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-closing-meetings\"><span class=\"ez-toc-section\" id=\"Closing_Meetings\"><\/span><strong>Closing Meetings<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>The chairperson needs to ensure that the meetings end on time. At the end of the meeting, the chairperson should review actions and assignments. To keep the momentum going, the date\/time of the next meeting may also be announced.<\/p>\n\n\n\n<p>An essential aspect of \u2018closing the loop\u2019 in meetings, is for the designated \u2018Meeting Secretary\u2019 to maintain a detailed record of the discussions and record decisions taken and any deadlines specified. After the meeting, the minutes of the meeting should be circulated to all the participants.<br><\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-follow-up\"><span class=\"ez-toc-section\" id=\"Follow-up\"><\/span><strong>Follow-up<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>The entire purpose of the meeting is defeated if there is no <a href=\"https:\/\/gozen.io\/blog\/how-to-write-a-follow-up-email\/\" target=\"_blank\" rel=\"noreferrer noopener\">follow-up<\/a> on the actions and deadlines agreed upon. Therefore, it is equally the responsibility of the participants to provide feedback on the progress\/status of their respective tasks, as it is of the coordinating secretary to also follow up to ensure timely completion of the tasks.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-final-words\"><span class=\"ez-toc-section\" id=\"Final_Words\"><\/span><strong>Final Words<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>With a little planning, meetings can be transformed from being perceived as a wasteful part of working life to being an effective tool facilitating <a href=\"https:\/\/www.springworks.in\/blog\/improve-team-meetings\/\">enhanced productivity<\/a> by easing communication and task delegation.&nbsp;<\/p>\n\n\n\n<p>Every team and organization is different. Therefore, the success of any suggested approach to improve the efficiency of meetings requires you to <a href=\"https:\/\/www.springworks.in\/blog\/the-truth-behind-team-building\/\">adapt the said measures suitably best to fit your team<\/a>, context, and organizational culture.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Are the meetings in your organization effective? Read on to know why your meetings are ineffective and how to improve your team meetings.<\/p>\n","protected":false},"author":3,"featured_media":505254,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[102640],"tags":[],"class_list":["post-505244","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-team-building","disable-dropcap","disable-2-columns"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.5 (Yoast SEO v27.5) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>How to Improve Your Next Team Meeting - Springworks Blog<\/title>\n<meta name=\"description\" content=\"Are the meetings in your organization effective? 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