The Best Way to Organize Your Meetings

According to Concur, there are over 25 million meeting in America every single day. There is almost $37 billion dollars spent every year in the U.S. on unproductive meetings that don’t get anywhere. Many people all over the world have their own way of running their organizations by scheduling frequent meetings and or phone calls. However, they organize their meetings, they have to decide how they best want to execute it. Every meeting is going to be different, based on who is going to be in attendance, what they will be discussing, and the urgency of the meeting. It is important that when you are organizing a meeting of some kind, you always want to plan for the future and you really want to make sure that you are going to accommodate others as well as cut costs and keep them to a minimum. The best way to organize a meeting is to take the time to plan in advance by making a checklist of all the things that must be completed before hand.

According to Inc., most meetings are believed to be unproductive and a waste of money, there are nearly 67 percent of meetings that are considered to be unproductive because of managers and staff multitasking during meetings. There are many employees in the meetings who tend to do other things while they are supposed to be discussing important topics. Most of the time, meetings end up getting cancelled and or rescheduled because a majority of topics were never solved. In fact, studies even show that during a meeting, 92 percent of employees admitted to doing other things during meetings, such as checking email or doing things that are not relevant to the meeting subjects. In addition, there have been studies that show that remote participants are hardly engaged because they have the freedom to do as they please, since no one is around to see them.

What many people don’t realize is that meetings can be useless if they aren’t planned right. If there aren’t any ground rules and or expectations, meetings can be a complete waste of time and waste of money. The best thing to do to plan for a meeting is to have your checklist out of all of the things that you need to do to set up the meeting. When you send out the calendar invites, you have to make sure that you stress the importance of the meeting and the expectation from everyone. You have to make sure that during the meeting, you set the tone and try to get everyone engaged in the meeting. Location of the meeting is everything as well. Try to select a different location other than the usual office. You can search online for the best office and or meeting locations by searching: Peerspace.

Overall, finding a meeting location is critical to the outcome of your meeting. Sometimes, some people just do better overall when they are in a different environment than what they are used to at the office. Try to select a meeting location that best sets the mood and tone for a professional environment that facilitates thinking and seriousness.