Meeting makers and facilitators are consistently on the lookout for new technologies and ideas to streamline meetings and increase their efficiency. Whether you run a ton of meetings yourself, or you know your company can use some help to make meetings more productive, these are 10 of the most important items that all meeting facilitators need.
Scheduling software that works
What’s one of the biggest pet peeves of meeting managers everywhere? A scheduling software solution that seamlessly integrates with your office, is easy to use, and shows real-time room usage.
Your software should provide all of these features as basic inclusions, and if it doesn’t, it’s time to start shopping.
How often is the complaint heard in meetings that someone didn’t know when it started, which room, or why the meeting was happening in the first place?
With universal access to your scheduling software for all meeting participants, you can eliminate the types of questions listed above and improve overall meeting efficiency by getting all participants on the same page.
Proper meeting spaces
Some meetings end up with more people in attendance than originally planned for, and if you’re scheduling and management processes aren’t flexible to meeting needs you’ll end up either packing too many people into one room or scrambling to find another. Either outcome isn’t ideal for the overall efficacy of the meeting.
Meetings can quickly go off the rails if they’re not kept in check by managers who know how to coax the most from participants. Even if a meeting goes on a tangent discussing another company problem, that’s still unproductive. Ensuring that you have great managers who can run a meeting to its desired outcome is another must-have for meeting facilitators.
A huge trend in modern workspaces is office connectivity. You want your office hardware – like projectors, tablets, and computers – connected to mobile devices and centralized software.
Office connectivity improves meetings by allowing participants access to all company files, cloud services, and customized office software solutions.
Professional presentation tools
Perhaps the most important aspect of a meeting with a potential client is how professional you and your company are able to present yourselves. The right presentation tools are key to achieving this status.
Get the highest quality projects, adapters, and hardware you can afford. Clients will notice this attention to detail and realize you’re a company worth doing business with.
Not all meetings go smoothly – budget meetings are a great example of how things can easily get contentious.
It’s key that when these conflicts arise between co-workers that they’re resolved amicably and quickly. If the conflict that arises is too much for one meeting, ask the argumentative parties to either save it for later or take their discussion outside.
We touched on this a bit earlier, but how often do you have a meeting and hear the question, “Why are we meeting?”
With a pre-approved agenda containing only the items that need to be discussed, you eliminate that question and allow for a straightforward meeting. Once every meeting attendee signs off on the agenda, they’re that much more prepared for the meeting, which makes it run quicker and with less discussion of what needs to be discussed.
Managing multiple meeting rooms for a larger company is a juggling act, and when meetings need to be added last-minute to your schedule, how do you find out which rooms are available?
You’ll likely have to manually check each room to make sure it’s really empty. Instead of doing that, you can use beacon technology to populate a centralized dashboard with real-time statistics of who’s in what room, and at what time.
How do you know if a meeting was successful or not? It’s a bit of an abject thing to measure, but making the effort will give you the ability to identify how to improve meetings.
Establishing clear key performance indicators (KPIs) is a great way to measure the efficacy of a meeting. You can look at it almost like an exit interview. Was the meeting agenda followed? Did the hardware and software integrations work correctly? Were issues resolved? Those types of questions can show you where you need to improve your meetings.
Facilitating meetings is an important job, and these ten tools will help you be that much more effective as you work to make your meetings better.