Work meetings are inevitable, and in many cases, they can become a problem if they are not organized properly or if they are unproductive. They can amount to many hours of work by people who could have invested their time and knowledge in doing some other more productive task for the business.
More and more companies that apply the Scrum methodology decide to meet daily at the beginning of the day, to check certain points daily. In many cases, it falls into the routine of holding these meetings without actually coming to any benefit, and because of that, there are many meetings of this type that decide to stand up, without sitting around a table. When standing, it is assumed that the meeting will be shorter, but there is always the employee with a desire for prominence or the one who does not specify that makes the meeting lengthen.
SPORT AT THE MEETING
A new trend is to hold the meeting at the same time as some physical exercise,o that there is no choice but to be brief in it. Of course, requires staff that is in shape and without ailments, because not everyone can perform this type of exercise. An example of this is the meetings where all the participants are lying face down on the floor, forming a circle with each other. The rules are that when you speak, you have to place your arms correctly and lean on the balls of your feet, taking the position of the iron. This exercise is hard to perform, and therefore the speaker will do it for a short time, thus ensuring that it is direct and concrete, and in this way making the meeting shorter. Although it does not have to be more effective.
The exercise helps to be more creative, as well as get fit and have better health, so why not incorporate it into the daily meetings? In this way, stress would be released, complicity would be created among those attending the meeting and would reduce the time devoted to them.
ARRANGING THE MEETING
There are many other techniques without requiring physical effort can be used to make more use of the meetings, and could be divided into several phases of the meeting: before, during and after it.
PREPARING THE MEETING
Before the meeting, it is convenient to plan well, define the points to be addressed and who should really go to it. It is important to send the call to those who must attend well in advance and with the necessary information so that the assistants already arrive with the data or with the documentation that is necessary for the proper development of the meeting. And of course, put a duration to it, so that it does not lengthen in time more than necessary.
RUNNING THE MEETING
During the meeting, you must have a moderator, and make sure to follow the development of the points established in the call. The timeliness of the attendees is essential, as well as not allowing anyone to monopolize the meeting or divert the topics creating the figure of the coordinator of the meeting.
CONCLUDING THE MEETING
After the meeting you must make a record of it, which records what happened and so that anyone who needs it can see a summary of what was agreed and can also see how effective it has been, as many times Until it is written what has taken place is not aware of whether it has been productive or not.
If we take into account the previous points at the time of launching a call for a meeting and we add a physical effort, we will have fewer meetings, and those that we will have will be shorter and more productive. Are you in shape for the next meeting?