How to Run a Productive Meeting

As professionals, our time is valuable. We don't want to waste it on useless meetings that are unproductive. Running a productive meeting is simple if well-planned. Taking the time to plan will please everyone involved and create a more dynamic and purposeful meeting. 

Tune in to learn simple techniques you can use to make your next meeting productive. 

Transcript

Copy Transcript Copied

Hi, thanks for tuning in to this episode of UMBC Mic'd Up. My name is Dennise Cardona from the Office of Professional Programs. Today we're going to talk about how to have productive meetings. To conduct a productive meeting takes some planning. In this short podcast, we will explore ways that you can make your next meeting run smoothly and productively. A productive meeting can add to the success of a workplace. Collaboration is important for not only the individual, but the team as a whole. Therefore, establishing a good method for running a meeting will benefit everyone involved. So one of the first things that you can do to make a meeting more dynamic and productive is to make the meeting meaningful. craft an agenda that centered around specific objectives. Essentially, by preparing everyone will understand that the meetings purpose, time is valuable to everyone. So ensure that you come armed with a game plan, especially if you want to minimize the amount of meetings that you have. Furthermore, be sure to gather all materials ahead of time and test equipment prior to the start of the meeting if it's an online one. Another thing you can do to keep meetings productive is to keep track of timing. First enforce the importance of showing up on time. If you specified start and end times are called for a quick 30 minute meeting, you need to stick to your word. Albeit all meetings can easily run over the set time, especially when the discussion requires deep analysis. So second, to avoid running over too much. outline each discussion topic and include an estimated time for each. The bottom line is plan the meeting to control unnecessary overtime. Another tip is to invite only those who are relevant to the meeting, understand everyone's roles and how they contribute to the objectives of the meeting. If they're not connected to the objective in some capacity, don't ask them to come. Inviting them may slow productivity. Another tip is to limit the use of devices for a productive meeting. A meeting is supposed to achieve results be that in gaining insights or ideas in order to increase the chance of feedback and discussion, have a no phone laptop usage policy. If that technology isn't needed. Distractions are everywhere, and the more you can decrease them, the more productive your meetings will be. Another idea is to document the meeting to ask someone to take notes of everything stated. So you can track progress as well as refer back to unresolved aspects. Ask for volunteers or appoint someone generally notes should be clear, concise and accurate. Once reviewed, the meeting notes can be shared with everyone so consistency and tasks generated from the meeting are clearly communicated and understood. Reviewing the material discussed will help the team remain on the same page and offer reflection outside of the meeting. The last tip is to encourage participation to create more participation, create an encouraging environment. Start with casual conversation about everyone's current projects and recent activities. Be sure to engage people throughout the meeting to keep their motivation high. You can do this by keeping the mood light and open. If you're looking to boost your professional credentials, consider a master's degree or graduate certificate from UMBC's Division of Professional Studies. Our programs offer applied learning that you can take directly to your office. Thanks for tuning in. Have a great day.