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How to optimise meeting time

Meetings are key events within the operation of any company. This is mainly due to the fact that they deal with the most important issues and set the guidelines for the future operation of the company in the short, medium and long term. However, meetings should not interfere too much with the employees' work schedule. This is why we want to give you a series of tips to optimise your meeting time and use it to the fullest. 

1. Send the minutes in advance

Just before you hold a meeting with your employees or coworkers, you must either by paper or e-mail send them a record showing the start and end times of the meeting, the place and the format that it will be held in, who will be participating and, above all, what topics will be discussed. In this way, everyone can prepare for the issues that they wish to raise at the meeting.

2. Follow the minutes to the letter

If you have taken your time to write and send the minutes, follow them during the meeting and do not divert attention to other topics. You can choose to take the role of a moderator to ensure that everything goes through the established channel by dedicating a set time for each topic to be discussed.

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3. Mobile phones must be turned off

This includes yours. You should ask your employees to turn off their mobile phones or, failing that, put them on vibration and only answer calls that are of vital importance. If you don't do this, it will be very difficult for you to meet the set deadlines for the meeting and have an undisturbed discussion.

4. Pay attention to the concerns of the participants

The participants of the meeting may bring up some problems that they face daily or some disputes may arise among them. If that happens, you should take responsibility and try to resolve them through understanding and consideration. Also, you should never let these disagreements take over the meeting.

5. Future commitments

Each of the topics covered in the minutes of the meeting should be concluded with the adoption of a series of future commitments that help solve the addressed problems. In addition, these must be accepted by the participants and put into practice in a specific period of time, after which they must provide results.

We hope we have been helpful in making your meetings much more productive. If you put these tips into practice, you will surely see results and your employees will feel more part of the team.

Engel & Völkers

Avinguda Diagonal, 640
08017 Barcelona
+34 93 515 44 44

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