Want Productive Meetings? Follow These 4 Simple Steps & Use the Right Collaboration Tools

Unproductive meetings cost U.S. businesses $37 billion a year – and countless hours of exasperation.

When you follow these 4 simple meeting rules, while using the collaboration tools included in our Mitel-powered Cloud Voice service, your attendees will leave meetings informed, engaged, and ready to get the job done.

1. Prepare with agenda-planning tools

A little bit of prep work goes a long way. Ask yourself what you need to accomplish and create an agenda tailored to this goal. Do you need to provide some additional information upfront? Should attendees do some prep work beforehand? What are next steps?

Once you’ve defined the points of discussion, create an agenda and add it to your invite. Be sure to set time limits for each item. Stick to your plan during the meeting by using a collaboration tool with a built-in agenda capability.

2. Determine who needs to be in the meeting

Most meetings aren’t productive because there are too many people involved. Often organizers tend to invite colleagues who “might” have something worthy to contribute.

A better way to determine who should join is to use your freshly created agenda to select the right people to invite. Choose attendees who are essential to the decision-making process or who have a key role on this particular piece of the project. If your invite includes more than 8 people, perhaps it’s time to rethink the meeting. To avoid duplicate conversations, make sure to use a collaboration tool with calendar integration and presence to ensure you’re scheduling the meeting at a convenient time for everyone.

3. Take advantage of virtual workspaces

People find it too easy to get distracted. The trick is to engage attendees throughout the meeting. Collaborate in real-time on documents with screen sharing. See each other eye-to-eye using video conferencing. With Cloud UC services, it’s easy to move seamlessly between desktop sharing and video. Any attendee can share a document or start a video conference with a single tap.

Beyond curtailing the impulse to multitask or daydream, these tools also make communications clearer. It’s easier to grasp the true meaning behind a comment when you can follow words appearing on a page or see the speaker’s facial expressions.

4. Don’t leave ‘em hanging

Aim to end your agenda with five minutes of “wrap up.” Agree on next steps and who is responsible for each one. Ensure nothing gets missed or forgotten by assigning follow-up tasks in your collaboration tool. Mitel Teamwork has the option to build tasks right into the workspace.

With a little planning and a smart communications tool, you can save your business money by making your meetings more structured, more productive and more actionable.

See for yourself how an all-in-one service like MiCloud Connect can bring integrated connectivity to your meetings: Watch the Video (1:35 min.).

TCI is ready to connect your teams with better meeting tools. Contact us today at (703) 321-3030 or info@tcicomm.com.

 

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