Monday, February 2, 2015

Tilly's Tips | Creating Meetings With Meaning | 54 St James Street

Week 2 of Tilly's Tips! Each week Tilly will be helping us all out with her useful advice and tips from 54 St James Street...

Meetings are an important part of most people’s work life, but increasingly now they are filling hours of the day and the results, for some, aren't good enough. According to findings from Microsoft, America Online and Salary.com, who conducted a collaborative study looking into the actual amount of time people worked in an average day or week, things are looking critical. The study concluded that the average worker actually worked only three days per week, or about 1.5 hours per day! The study identified that the rest of the working time was ‘wasted’ with unproductive meetings being top of the list. 

At The Women’s Organisation, and 54 St James Street, we know that time is precious in the working day, and the fact that time is going to waste on meetings which aren’t working for the company is a big problem. At The Women’s Organisation we strive to create meetings with meaning, meetings with a purpose and meetings that solve problems and come up with solutions. Here are our 5 ways to make sure your meetings have a bit of meaning behind them this week!

Objectives
It might be stating the obvious that meetings need to have a clear objective, but this is sometimes forgotten. Just naming the meeting, or choosing a topic you want to focus on isn’t the same as creating clear objectives and targets that you want to achieve in the meeting. Before you send invitations, ask yourself:
Do you want a decision?
Do you want to generate ideas?
Are you communicating something?
Are you making plans?

Invitations
When you are thinking about calling a meeting, consider who should be invited to it, and who really needs to be there. If you’re announcing a change, invite the people who affected by the announcement. If you’re trying to solve a problem, invite the people who will be good sources of information for a solution. If people feel that they are really relevant to the meeting then they will be more likely to feel involved and reach a solution faster.

Ban Technology

Unless this is really really vital to the meeting, then get rid of the smartphones, tablets and laptops at your meetings. Meetings should be about coming together to talk, discuss and debate ideas for your business. As like High School as this sounds, if technology is bought into the meeting, there is a high chance that the focus of the room will suffer. By getting rid of the technology for even an hour, more interesting conversations can happen.

Stay In Control
One person needs to chair the meeting, usually the person who has called the meeting and has an agenda for it. Having that one person who is in control of what will be talked about and in what order, will make a meeting run that much smoother. Our tip would be for the chair of the meeting to cover all their points that they had in mind to make, and then moving the microphone over to the other attendees for them to make their points, and let a discussion and conversation evolve from there. Meetings with no structure tend to be failures.

Follow Up
This is something that is often forgotten. Of course, everyone writes notes during the meeting. But it’s really important to get these straight in your head after the meeting. At the end of the meeting, it’s a great idea to have a quick chat about who said they would do which task, make sure everyone is clear about what needs to happen next and in what order. The following day, a quick email round to everyone who was involved to reiterate the plans for the future, will make for a far more successful outcome.

If you are looking for a venue to hold your next meeting in, then why not get in touch with 54 St James Street? 

54 St James Street has a range of meeting rooms and suites, each one different and designed to host meetings, conferences of private events. We can help you to decide which the right option is for you, and ensure the layout and services are just right to make sure your event is a success. 

The Bebbington Lounge is a relaxed yet vibrant space ideal for more informal meetings or interviews. This room is furnished with couches and arm chairs and benefits from integrated plasma screen TV; integrated audio visual and IT. Bebbington Lounge works as a reception and breakout space for development days and is available per hour/half day/full day. This room also benefits from natural light, heating and cooling system and WiFi 
If you want to find out more about the Bebbington Lounge, and all of our other rooms available to hire and office services, get in touch!

Email: venue@thewo.org.uk
Phone: 0151 706 8100



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