4 Things to Consider When Chairing Meetings
There’s plenty to consider when chairing a meeting, including what format the meeting will take.
While we are all familiar with meetings, we also know that many of them tend to lean so heavy on the formal side that there is little productivity as a result of them. Meeting styles are constantly being revised in the name of optimum impact.
Here are a few things that meeting chairs should consider when conceiving meeting framework.
Hi, we are Happy
We are leading a movement to create happy, empowered and productive workplaces.
How can we help you and your people to find joy in at least 80% of your work?
Remove glaring distractions
Productive meetings depend on there being a united focus. These days the primary distractions are smart phones, tablets and laptops. Unless they’re integral to a meeting’s function and purpose, it’s wise to keep these gadgets out of the room. This could just mean asking staff to leave phones and laptops at their desks or in their bags, or requiring everyone place them into a safe box.
Despite frequent over-estimation, research displays what woeful multi-taskers we are. So, in the name of securing attention, staff should leave clearing their inboxes and replying to client texts until after the meeting.
Go easy on the novelties
We’re always hearing anecdotes about Silicon Valley-inspired companies whose meetings involve staff playing a game of Twister while pitching new concepts or raising concerns about company finances. This might sound like fun (or it might not), but there’s a strong case for steering clear of such hi-jinks.
Not only are these sorts of novelties a major distraction, they’re also time consuming. Meetings take people away from their work. While sipping a mocktail and engaging in lighthearted tomfoolery could be a relief, it could also cause unnecessary disruption to a worker’s productive flow. This isn’t to say the entire workday must revolve around quantifiably useful activity, but reflection and creative meditation at one’s desk might be significantly more fruitful than a quirky spectacle.
How necessary is the meeting?
This is the most fundamental consideration of all. Meetings, of course, have their place, but many workers sit through multiple meetings week-in, week-out. Such regularity means meeting chairs are often just rehashing topics from previous meetings or else drawing a blank.
Again, if it’s taking up the time of numerous staff members, then you’ll first of all want some pretty sturdy justification.
How much money does the meeting cost?
Think of how long a meeting takes and the amount of staff present and you’ll be able to calculate how much money a regular meeting costs the company. This isn’t intended to be an intimidating consideration, but rather something else to be wary of when looking at meeting length and the number of staff invited.
Productivity can’t always be simply evaluated and there are occasions when the theoretic cost of a meeting will be nothing compared to the progress made therein. But, it’s worth weighing up meeting contents and duration against the tally of staff on the invite list, and looking at whether that money could be better spent elsewhere.
Why not sign up to our newsletter?
Sign up to our monthly newsletter, full of tips, tricks and news to help you to be happier and more productive at work.
Jade Stapleton2 days ago
Billy has been writing blogs for Happy since 2017, covering mindfulness, stress management, confidence building and emotional intelligence as well as offering handy tips for Office 365 users. As an arts, culture and lifestyle writer, his work is regularly published in Music Feeds, VICE, RedBull.com, Beat magazine and Mixdown.
Testimonials from happy Customers
Jade Stapleton2 days ago
Thoughtful, well structured courses with responsive and expert trainers and a welcoming and inclusive atmosphere to learn in.
Gail Sullivan2 days ago
Course delivered in a very friendly way easy to follow. Picked up tips that would not have found without
Richard Nuthall2 days ago
Enjoyable, participatory and thought provoking. Thoroughly recommended.
Charlotte Bennett2 days ago
Had to chase to be rebooked on a new date after trainer didn't show up for our original session and some people did not receive joining instructions until the last minute
Joanne McGinnis2 days ago
Super facilitator. practical session with brilliant tips and techniques
Anita Borsberry2 days ago
The interaction was good due to smaller class size. The trainer explained all agenda items well. I would have liked course supporting documents earlier.
Angela McGough2 days ago
Very efficient, great paperwork and test guidance. Trainer was really helpful and patient with the learners and would hope to have her train our staff on the next level.
Keeley Kemp2 days ago
Brilliant friendly service
Mandeep Butt3 days ago
Anna Lister3 days ago
Really smooth from start to finish
Jude Goddard3 days ago
Friendly skilled and enthusiastic I enjoyed learning with them
Hannah Little3 days ago
Super course, super service!