Power Up Your Meeting Productivity: 7 Steps to Success
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Help determine if a meeting is really necessary to accomplish what you want or need to get done. If a meeting is necessary, these steps will help you manage your time, plan an effective agenda, and ensure that everyone involved knows their role and walks away with action items and deadlines.
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Power Up Your Meeting Productivity: 7 Steps to Success
- 1. Power Up Your Meeting Productivity. 7 Steps to Success www.ringcentral.com
- 2. Let’s face it: not every meeting is super productive. ©2012 RingCentral, Inc. All rights reserved. RingCentral Confidential 2
- 3. We all know it’s no fun to sit through a lot of chatter and feel that you’re not getting things done. ©2012 RingCentral, Inc. All rights reserved. RingCentral Confidential 3
- 4. But it doesn’t have to be that way! ©2012 RingCentral, Inc. All rights reserved. RingCentral Confidential 4
- 5. With a few quick tips and tricks, your business can drastically streamline meetings and make them much more dynamic. ©2012 RingCentral, Inc. All rights reserved. RingCentral Confidential 5
- 6. Here are seven simple strategies that any company can adapt to power up productivity. • Try them out with RingCentral Meetings – now available to all US Office Enterprise customers. ©2012 RingCentral, Inc. All rights reserved. RingCentral Confidential 6
- 7. 1. Determine if you really need a meeting. ©2012 RingCentral, Inc. All rights reserved. RingCentral Confidential 7
- 8. The #1 question that you need to ask before scheduling a meeting is, do we really need one at all? • This is actually a quantifiable workplace problem. • According to U.S. Bureau of Labor Statistics figures, unnecessary meetings are costing U.S. businesses as much as $37 billion each year. • Evaluate if email or other means of communication can solve your problem without having to resort to a meeting. ©2012 RingCentral, Inc. All rights reserved. RingCentral Confidential 8
- 9. 2. Set the ground rules from the start. ©2012 RingCentral, Inc. All rights reserved. RingCentral Confidential 9
- 10. Stick to the schedule and make action items clear. • There’s been countless times where we’ve come to a meeting where attendees didn’t know why they were convening. • When scheduling a meeting, develop a clear agenda, share background information in advance, have each person introduce their role. ©2012 RingCentral, Inc. All rights reserved. RingCentral Confidential 10
- 11. 3. Admit you’re not good at multi-tasking. ©2012 RingCentral, Inc. All rights reserved. RingCentral Confidential 11
- 12. • Nothing can kill productivity and creativity more than employees trying to multi-task. • 9 times out of 10, that employee with his laptop open “taking notes” is also simultaneously checking email, answering instant messages or surfing the web. • Research has shown that multitasking can lower productivity as much as 40% and reduce your IQ 10 points – so stay focused on one thing at a time. Not effective multitasking. ©2012 RingCentral, Inc. All rights reserved. RingCentral Confidential 12
- 13. 4. Make eye contact. ©2012 RingCentral, Inc. All rights reserved. RingCentral Confidential 13
- 14. Ever been in a room where everyone’s eyes are glued to their computers? • Sometimes we forget how powerful face-to-face communication and body cues can be. • Make an effort to maintain eye contact. • This is actually a perk of videoconferencing: It’s easy to look directly at others when their faces fill your computer or smartphone screen. ©2012 RingCentral, Inc. All rights reserved. RingCentral Confidential 14
- 15. 5. Adopt the “the vital few” rule. ©2012 RingCentral, Inc. All rights reserved. RingCentral Confidential 15
- 16. • Here at RingCentral, we stick to a rule we call “The Vital Few”: each meeting should cover no more than five key agenda items. • Any more than that, and you need a different meeting. • Staying focused is essential for leading productive meetings and wasting less time. ©2012 RingCentral, Inc. All rights reserved. RingCentral Confidential 16
- 17. 6. Engage attendees. ©2012 RingCentral, Inc. All rights reserved. RingCentral Confidential 17
- 18. • Make it a point to use 3 or 4 images in the meeting to tell the story or help explain a complex problem. • Shake things up by inviting guest speakers to present. • It’s a great way to infuse new thinking and perspective into the group. • Just make sure presentations are on topic. ©2012 RingCentral, Inc. All rights reserved. RingCentral Confidential 18
- 19. 7. Turn meetings into results. ©2012 RingCentral, Inc. All rights reserved. RingCentral Confidential 19
- 20. • Did someone take notes? • The end of the meeting is too late to ask that question. • Make sure from the outset that there is someone responsible for capturing what is discussed. • At the end, make sure everyone is clear on action items, there are no outstanding questions, and that deadlines are assigned. ©2012 RingCentral, Inc. All rights reserved. RingCentral Confidential 20
- 21. Following these steps, we’ve been able to increase productivity and cut back on “meeting mania”! ©2012 RingCentral, Inc. All rights reserved. RingCentral Confidential 21
- 22. For Additional Information Learn more about RingCentral, the #1 cloud-based business phone system, at: www.ringcentral.com And check out our business blog at: www.blog.ringcentral.com ©2012 RingCentral, Inc. All rights reserved. RingCentral Confidential 22