How much time is wasted in your workplace just trying to communicate about potential projects? The notable difference between productivity and stagnation is that one is making you money, while the other is costing you money. Employees spend about 80 percent of their time in meetings, on the phone, or responding to emails, so it falls on the business owner to ensure that communications are as easy as possible so minimal time is wasted.
There are different approaches to this problem. The first place where you can cut down on wasted time is the one that you likely have the most control over: meetings.
Let’s face it; sometimes meetings aren’t as productive as they should be. One way to keep this from happening is to consider how you can make more efficient use of everyone’s time. Start by making a plan and considering what exactly is on the agenda. Ask yourself what the purpose of the meeting is, and if the goal of the meeting could be fulfilled more effectively in another way. If the goal of the meeting can be achieved without collecting your entire workforce into the same room, consider doing so.
Once you have determined that the meeting is the most efficient way to achieve this goal, you want to ensure that you communicate the purpose of the meeting to all of those who must attend. This way, everyone knows what they need to get out of the meeting, and nobody will be confused about why the meeting is being held. This keeps wasted time to a minimum.
By remaining cognizant of what your meetings should accomplish, you’ll inevitably save time and even wrap your meetings up earlier. This can even change the way that employees view meetings. Instead of keeping a meeting going long enough to fill in the space on their schedules, they will see that they can get more done since the goal was achieved earlier than expected.
Another way that you can make your meetings more effective is by creating an outline and then sending the agenda out to everyone at least 24 hours in advance. This way, your workforce knows what they can expect, as well as put together their own notes for quality input throughout the meeting. Another way that you can use this to your advantage is send them something to have read before the meeting starts--in essence, assigning homework. By using these methods, your meetings will be less improvised and more focused.
Once the meeting has ended, you can ask your employees for feedback regarding the process. If you take the time to listen to all participants’ feedback, you can then use it to improve the process and meet goals even more effectively next time. Eventually, it will lead to a chain reaction where meetings go by faster and faster, to the point where you have the process down.
When it comes to streamlining any processes in your office, the right technology can make or break the effort. Technology can help you make your meetings more efficient by utilizing video conferencing or voice chat technologies, so that your team doesn’t have to be in the same place all at once. They can even dial in with their mobile devices from their current location.
This strategic approach to collaboration technology can help your organization thrive, as well as focus on creating more opportunities for profit. To learn more about how there are technology solutions specifically designed to improve collaboration, reach out to us at 094 90 48200.
Seán is the Managing Director at Aniar IT Services and has been working in IT for over 20 years
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