Meetings represent 39% of total work time, so it is important to seek to deepen and learn how to make meetings more effective. As a Ph.D. student, meetings are necessary for the progress and collaboration of your work, so it is imperative to get the most out of them.
To achieve successful meetings we recommend you follow the following steps:
Prepare the Purpose of the meeting:
Preparation is the key to success. Before attending a meeting, take the time to review relevant materials. Come prepared with specific goals and objectives in mind, making sure you have a clear understanding of the purpose and agenda of the meeting.
This preparation allows you to contribute meaningfully and facilitate focused discussions that drive progress.
Define the objectives of the meeting:
In order for meetings to be more productive, it is essential to establish clear objectives, as well as to establish the final result and action plan expected from it.
Not having clear objectives is one of the main causes of meeting failure. Microsoft conducted a survey to get an idea of what prevents us from having successful meetings, and the responses were revealing: 42% said procrastination is the biggest obstacle to productive meetings, 39% blamed a lack of effective communication with team members, and 34% considered ineffective meetings to be the problem, according to an article published on entrepreneur.com.
Encourage effective communication:
Effective communication is paramount in productive meetings. Actively listen to the perspectives of others, ask clarifying questions, and contribute your views carefully.
Time management:
Time management plays a crucial role in keeping meetings focused and efficient. Set a time frame for each agenda item and stick to it.
If an issue requires further discussion, consider scheduling a follow-up meeting to ensure other items on the agenda receive proper attention.
Embrace technology and tools:
Take advantage of technological advances and productivity tools to improve your meetings. Explore collaborative platforms and project management tools to streamline tasks, document meeting minutes, and track progress. These tools not only improve productivity but also provide a centralized space to share information and collaborate.
Always end meetings with an action plan:
A meeting is totally useless if you don't come out of it with an action plan, delivery times, and responsible parties. Don't forget to mark it in minutes.
By implementing the strategies outlined in this post, you can transform your meetings from tedious and unproductive to engaging and fruitful experiences.