At IBMH, we use all of our resources and tools to achieve our established goals effectively. When we say resources, we’re referring to everything from our newsletter to the most novel technologies and everything in between, including company meetings. This is precisely today’s subject, sharing with you the best way to manage company meetings effectively, just like we do in our company. Let’s get started!
Keys to manage company meetings correctly
Meetings are a productive resource, and one that is potentially very useful. But to be useful, it needs to follow a series of rules. Did you know that if company meetings are not managed correctly, they will end up hindering productivity?
Just as we stopped using conventional email years ago, at IBMH it’s been a long time since we had meetings in what you might call the traditional way. Instead, we’ve developed our own methodology to manage these meetings effectively. Thanks to it, meetings at IBMH are a very useful productive resource, rather than a waste of time.
Let’s look at all of the four main reasons that it would make sense for us to hold a meeting:
- Sharing or recapping information when it couldn’t be done through written means, normally because of its complexity or diverse facets.
- Exploring options, different points of view or ideas that people can contribute. Even if they are matters specific to a single department. Often, a person outside your sector can give you a different perspective or the perfect idea for how to tackle or correct a given problem.
- Making decisions collectively on important issues that are especially relevant in running the company.
- Facilitating and empowering human contact among the people who make up the company. The idea is for day-to-day activities to not consist solely of work in front of a computer. Human contact is without a doubt very important and something that no company should miss out on.
Company meetings shouldn’t last longer than 30 minutes
At IBMH, we’ve managed to hold very effective daily meetings with a maximum duration of 30 minutes. Making your meetings last no more than half an hour is possible, so give it a try!
In our business, we organize a general meeting each morning in which all members of the company participate. Each person should be very clear on the topics they want to discuss, keeping in mind that you should only deal with matters that, for some reason, were not able to be resolved via internal task management.
All meetings should be prepared in advance. You should have a script with all the topics to be covered. Ideally, all parties will have this information beforehand. Everything will be more organized. You will be able to finish the meeting faster, thus improving your daily productivity.
Guidelines to ensure company meetings are productive
Apart from everything said above, we’ll look at three guidelines that will be very useful in ensuring that your company meetings are as productive as possible:
- Punctuality. Everyone should know that they always need to arrive on time for meetings, or even a few minutes ahead of the scheduled time. Personally, we like to arrive 5 minutes early. This way, you can always begin on time without having to wait on anyone. Thus, you avoid wasted time that will draw out the length of the meeting unnecessarily.
- Conversations to clarify doubts. When working on a given issue, there are times when something comes up that requires you to interact with another person in another department. Instead of starting a new conversation or disturbing the other person’s concentration and organization, you should try to make note of everything. Then you can clarify any doubts together in the next day’s general meeting. In this way, you will become much more productive in your daily work.
- Trying to resolve matters internally. Never bring an issue to the general meeting before trying to resolve it internally in your own department. Before mentioning a given topic in our general meetings, each IBMH team member has to have first brought it up in their own department. The idea is to find a solution if possible. If, in the end, the problem couldn’t be resolved, we make a note to discuss it in the next meeting so we can ask the other teams in the company. What do you think of this system we use to organize our daily meetings? If you want to learn more about IBMH or if you need help for any of your furniture and construction hardware import projects, please feel free to contact us.