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We get lots of requests to help create great meeting spaces. We can create isolated offices, acoustic furniture for informal brainstorming sessions or 1:1 meetings and break out areas suitable for company presentations.

 

A great space to hold meetings is a good foundation but how do you make sure the meeting is a success? We’ve got 6 tips to help you win at meetings. Follow our guide below and never have a bad meeting again:

 

1.       Set the agenda in advance

 

Make sure that everyone knows the meeting agenda in advance. If the purpose of the meeting is to hear from your staff then ask them to bring their concerns or questions to the meeting. This will avoid the silence and blank faces of unprepared attendees.

 

Similarly of you need to a progress report then ask for in advance of the meeting. Catching someone off guard without all their information together isn’t useful.

 

If the meeting is a regular catch up ask all the attendees to contribute a point for discussion and then circulate the agenda to make sure everyone is prepared for the meeting.

 

2.       Don’t let problems wait until the meeting

 

If someone has raised a major problem then don’t sit on it until the meeting. Instead prioritise it and solve the problem efficiently. There is always a temptation to ‘raise it at the next meeting’ but this shows complacency.

 

3.       Limit the attendees

 

Does the whole team need to be at the meeting? Or the even the boss? Don’t waste people’s time by inviting them to a meeting that is irrelevant to them. Surplus people can also slow down a meeting so choose who you invite carefully. If someone hasn’t submitted a point for the agenda ask yourself if they need to be there for any of the points already raised.

 

You can even invite people for only part of the meeting. If you’re sticking to a schedule then you’ll know when to invite them for. Dismiss them again when you’re done with the relevant point.

 

4.       Stand up

 

This tip should only be used for regular ‘update’ meetings. If you hold a daily meeting e.g. during reporting season or simply to get updates on a project then keep the meeting as short as possible. Don’t use a forum to problem, simply get information from your team. By standing up you don’t allow anyone to get comfortable and have a discussion. If there is a need to meet with a smaller sub set of people as a result of your stand up meeting then schedule this accordingly.

 

5.       Stick to the schedule

 

This is the toughest part of any meeting. You might feel that you should work through a problem until it is solved but is a meeting the best place to do this? Allocate time to each discussion point and allow some flexibility for extended discussion. However if one person is dominating the discussion or the discussion seems to be going around in circles then cut it short. Assign one person the task of coming up with a solution and schedule a follow up meeting

 

6.       Establish responsibility

 

It’s great when meetings result in lots of discussion but make sure it’s not wasted. What happens after the meeting? Who’s responsibility is it to use the information gained or the escalate an issue or to call that picky client?

 

End each point of discussion by assigning responsibility and reiterate everyone’s responsibilities at the end of the meeting. Hammer it home with an email to the relevant attendees after the meeting, giving them written instruction and setting a date for them to complete their task.

 

Research

  • 70% of workers say they would be more productive in a less noisy environment
  • 72% of workers are dissatisfied with their speech privacy
  • 64% of workers are interrupted more than 20 times per day

 

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Furniture Solutions

 

With your partner we also have an extensive range of acoustic furniture solutions , that will met you need for any open plan office. Please contact us for any enquiries.

 

 

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