If you are working in a large office environment, such as a recruitment agency in Bangkok, you may notice that the participants in your office meetings are not exactly energized, you may need to take a different approach in the way a meeting is organized. After all, the idea of a meeting is to incentivize your staff and make sure that everyone is on the same page. This is not happening if some of your employees seem to be in a daze.
Schedule Meetings at the Beginning of the Week
Even a weekly meeting can take on more life if you know how to make the meeting one that fits in with your employees’ work schedules. After all, employees in your organization must meet deadlines. Therefore, some people can become distracted if a meeting is scheduled when they have their minds on other work activities. That is why it is crucial that you arrange your meetings so that they do not interfere with your employee’s work plans or deadlines. For example, scheduling a weekly meeting on Friday is typically not a good idea, as many deadlines are set at the end of the week.
Instead, hold your meetings on Monday mornings. That will provide a fresh start to the week and give all the meeting participants something to think about. You should also define the purpose of the meeting that you are holding. That means that you should communicate this message clearly at the start of the conference. In addition, make sure that your meeting begins and ends as scheduled. While it is easy to slide and go over the allotted time, you should never make this a practice.
Also, you do not want the meeting to be overly long. If the meeting continues for over 15 minutes, you will lose people’s attention and therefore waste your time. Instead, set a time limit on your meeting for about 15 minutes. That way, everyone can pick up on the salient points and not lose their trains of thought.
If your meeting is scheduled for over 15 minutes, make sure that you schedule a 5-minute break after 15 minutes before your proceed. By taking a short break, employees can refocus and regain their attention span. Coffee breaks do count as they permit employees to regroup and get back, once again, into the swing of things.
Avoid using laptops or other electronic devices in meetings. This will only cause distractions. Instead, ask your staff to bring pens and writing paper to the meeting. Doing so will cause them to think and consider what is being said.
The focus of the meeting should be on the accomplishments of employees versus the tasks they perform. By noting the employees’ accomplishments, you will incentivize your staff. Also, by underscoring people’s contributions, everyone in the business will feel motivated to strive harder and with more diligence. Praise is essential in an organization as it promotes more satisfaction on the job and an increased level of productivity.
Valuing and including your staff in a meeting means increased productivity, which, in turn, leads to an increase in your bottom line. To make a meeting more productive, you need to know the schedules and deadlines of your workers and make sure that the meeting has a defined purpose. By taking this step, you will enjoy a more positive work environment.