Corporates conduct several meetings in a day to discuss ongoing issues or for other reasons pertaining to the work environment. While at times the meetings succeed, often, they are a fool’s errand which costs millions to a business every year in lost productivity. Organisations encounter such situations time and again because they fail to take crucial steps in executing a proper meeting schedule.

Here, we show you how and when such disastrous meetings occur in an organisation:

Not Enough Homework in Advance

Not Enough Homework in Advance

Every single meeting needs to be planned to make it a success. If meeting related questions like who, when, where, why are not answered in advance, the meeting loses its essence and eventually turns disastrous. Moreover, if the key participants are involved in different projects, it leads them to lose focus on those projects as well and may affect the output.

Lack of Communication

Lack of Communication

One of the chief culprits for disastrous meetings – Poor communication leads to confusion and lack of effectiveness of the message you were trying to get through in the team. If each person is not clear with the purpose of the meeting and his/her commitments towards achieving the goal, then such meetings can be termed as pure waste of time and disastrous.

No Defined Agenda

No Defined Agenda

Making clear notes of the agenda to be discussed has a better meeting success ratio. If need be, the meeting agenda should be informed beforehand to all participants through mail and if required the necessary support materials be circulated to all key members. If the members know what is to be discussed, it will ensure a successful meeting outcome.

No Proper Time Management

No Proper Time Management

Conducting meetings in a specified time-frame leads to enhanced results. The time of each participant is valuable and losing every precious minute affects their overall productivity and paves way for ineffective meetings. Conceding with this, if corporates do not conduct meetings keeping a track on time, it results in a complete disaster.

Less Motivation

Less Motivation

If meetings lack active involvement or interaction among members or only a single member goes on a talking marathon and wasting every one’s time, then such meetings are also worthless and total failures.

No Control over Internal Conflicts

No Control over Internal Conflicts

Arguments among team members are unavoidable. But if there is no control over such conflicts, it may lead to chaos and also a meeting with no significant results.

No Control over Difficult Behaviour

No Control over Difficult Behaviour

Thinking others as fools, harsh behaviour towards others or dishing out derogatory remarks are some actions that may make meetings uncontrollable. No preventive measures against such behaviours may pave way to disastrous meetings.

Lack of Self-Confidence

Lack of Self-Confidence

Leading a discussion needs courage and patience. If you lack confidence, it greatly contributes to meeting failures. Build up your confidence level so that both you and the participants enjoy a comfort zone and which is essential to avoid meeting disasters.

No Follow-ups

No Follow-ups

Meetings should have proper follow-ups for effective execution of tasks discussed. Lack of follow-ups may divert involved people to lose track from the business goals and will mark unsuccessful gatherings.

No Slide-Driven Presentations

No Slide-Driven Presentations

Too much slide-shows and less interaction may lose interest of the participants. According to research by Rick Gilbert, the executive coach for Apple, Adobe, Cisco, eBay and Oracle, meetings should involve active participation and interaction among members and not just slide presentations. If a person knows what to speak, he will need less slides to convey the purpose.

If you avoid the things mentioned above, it will help you in conducting productive meetings for your organisation.

Synquis are specialists in project management and task management software. Get in touch with us to find out how you can deliver projects in time and on budget and how you can manage your teams effectively.