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Refresh your meetings…

“I have a meeting in 5 minutes!”

How many times a week do you hear yourself saying that right before you quickly finish up your tasks?

Meetings are crucial for the day to day runnings of any business. They facilitate creativity and communication between teammates. Meetings promote new ideas and provide opportunities to think outside the box.

Did you know?

  • Executives view more than 67% of meetings as failures.
  • 92% of workers surveyed admitted they multitask in meetings.
  • 69% check their email during meetings.
  • 4% of people multitask during video calls while 57% multitask during phone calls.

 

In the same study, one senior executive said…

“I believe that our abundance of meetings at our company is the Cultural Tax we pay for the inclusive, learning environment that we want to foster… and I’m ok with that. If the alternative to more meetings is more autocratic decision-making, less input from all levels throughout the organization, and fewer opportunities to ensure alignment and communication by personal interaction, then give me more meetings any time!”

Since the 1960’s there has been a significant increase in the number of meetings the average business holds on a weekly basis. Going from 10 hours a week spent in meetings to a staggering 23 hours (for senior executives) per week, it is no wonder that 71% of senior managers consider their meetings to be unproductive and inefficient.

With the aid of technology on our sides, and the inspiring meeting locations available today, why do so many people feel that meetings are a waste of time?

Here are 5 ways to make the most out of the dreaded team meeting.

1. Make it interesting

To eliminate boredom and increase your productive capacity, find an alternative place to host your meetings. A quick google search for meeting room rentals will render a variety of locations for a change of scenery. We believe changing and reinvigorating your work environment results in a more focused team and accelerates business success.

Consider the venue to see if it’s a good fit for your team and everyone’s personalities. Depending on the nature of your meeting, make sure you have access to all the meeting room essentials such as the necessary tech and the speed of the wifi. If you are looking for a less traditional setting, Cape Town offers a wide variety of interesting meeting room rentals that cater for the forward thinkers of today’s nomadic work world.

2. Don’t run overtime!

Having a definitive start and end time to your meetings will ensure that everyone sticks to what needs to be discussed and will lessen the distractions.

The flexibility of meeting room rentals around the world really encourages and promotes short and productive meetings because hiring a stylish and fully-connected meeting room for only one hour, is actually a possibility in today’s world!

3. Create a detailed schedule

Providing attendees with a clear printout that highlights the most important aspects of the upcoming week will eliminate 80% of wasted time. This approach will enable all parties to have a clear view on what is expected. Creating specific To Do’s ensures accountability and less miscommunication.

4. Keep everyone’s attention

There has been a lot of buzz recently about standing during meetings to keep things more efficient and to the point but, this might not always be doable. Try providing light snacks and refreshments to keep the team engaged. Meeting room rentals might offer bottomless tea, coffee and water or catering services.

5. Make use of Apps

If you don’t have the luxury of being able to attend your meetings or weekly team catch-ups, apps such as Monday, Asana and Trello assist in having a birds-eye view of the team’s tasks and statuses on projects. Slack is also a fantastic alternative to stay connected to work colleagues, offering an easy to use interface.

If you are looking for a new space to host your team meetings, realign your weekly goals or have a solo strategy session, we have 5 meeting rooms all designed to foster productivity, inspiration and comfort. We also offer bottomless tea & coffee!

© Work & Co. 2019.