When was the last time you left a status update meeting feeling focused, refreshed, and ready to tackle your day? Last week? Two jobs ago? Never? Smart Office knows what makes meetings sparkle. Stop wasting time with technology hassles and overcomplicated agendas with just a few helpful hints from the experts.
There is a popular quote from the 13th Century Persian poet, Rumi: “Before you speak, let your words pass through three gates: At the first gate, ask yourself “Is it true?” At the second gate ask, “Is it necessary?” At the third gate ask, “Is it kind?”
Words of wisdom never go out of style. At Smart Office, we know the best way to keep from taking office productivity is effective meeting management. Make a commitment to pass your meeting proposals through our own version of the three gates, below.
Can I Accomplish This in a Phone Call?
Cut your conferences in half. Really.
In the last decade, the design fad for open-plan offices has slowly faded as business owners and team leaders have slowly realized that constant feedback and communication is detrimental to employee productivity. There are times when it makes sense to get everyone in the same room, talking, brainstorming, and throwing ideas back and forth. And there are times when a simple phone call between one or two team members can accomplish more, with less time and cost. The average in-person meeting takes three emails and half a day to schedule and coordinate. Smart Office offers mobile calling apps and video-enabled desk phones so that you can get answers fast and get more work done.
Learn More: https://smartofficesolutions.com/solutions/cloud-voice-services/cloud-phone-system/
What is the Minimum Technology Required?
Keep technology delays and hiccups to a minimum.
Are your meetings frequently delayed by device compatibility issues? Take time to define the minimum technology required to accomplish your goals. Is the power of the human voice enough? Will a PowerPoint presentation be sufficient? Is video necessary? Can responses be taken verbally or via text, to keep them as inclusive as possible? Will technology requirements alienate attendees who are mobile, less technically savvy, or who need accessible features? A basic conference call with transcription or minutes offers maximum efficiency for most events. When you need more features, Smart Office offers upgrades including Facebook Live, Twitter feeds, forums, polls, and training tools.
Learn More: https://smartofficesolutions.com/solutions/conferencing-solutions/toll-free-conferencing/
What is the Backup Plan?
Determine your meeting backup plans in advance.
Even adhering to the first two “gates” may not guarantee a flawless event. A host might be delayed or double-scheduled, or an internet outage might negatively impact your agenda. For internal conferences, use two-way text messaging to efficiently reschedule when critical team members cannot attend. For public events, assign a backup host to control PowerPoint or desktop share if device issues occur. Post collateral or graphics on a shared site or social media for those who are driving or unable to join a video event. Keep your script flexible to accommodate missing speakers. Finally, use tools like online polls or text-to-screen to engage attendees without asking them to share their video or audio.
Learn More: https://smartofficesolutions.com/solutions/text-services/
Remember – very few people are paid to have meetings. Conferencing is an invaluable way to improve collaboration and a instill a sense of purpose and community in a remote and mobile workforce. Make sure your meetings are relevant, engaging, and successful by following the guidelines above. When you’re ready, call Smart Office to discuss your communication strategy and discover what tools will work best for your business.
– Miranda K.