Meetings are important in any organization. Any organization find it essential to conduct meetings as a way of deliberating on the state of the business and setting new goals. It is also a chance that members get an opportunity to go through their past performance and set new targets. The employees play a key role in making business meetings successful. Many managers want to conduct successful meetings that have minimal problems and where the employees will walk out having grasped everything discussed in the meetings. A lot of staff struggle to concentrate during the meeting, and they may lose their attentiveness few minutes after the meeting has commenced. Below are methods that you can use to ensure your staff concentrate during the meeting.
Ensure you have good timings in your meeting. It is important to consider the time that you set the meeting. A meeting should be conducted when the staff are not exhausted from the day’s work. It is critical to schedule short breaks in between the meeting other than having a meeting go on for long hours without the break in between. When the meeting proceeds for long hours the employees tend to lose their concentration and start inviting other thoughts. Introducing breaks in the middle of the meeting will give your employees a chance to clear their thoughts and browse through their emails and stretch outside while going to the restroom.
You should encourage your staff to ask questions while in the meeting. This is the best way to engage them and keep them active. Before you change topics, introduce a forum of questions where they can make inquiry. You will find out their level of concentration by the type of questions that they bring forward. It is a productive method that you can use to ensure the employees are equal participants in the meeting. Refrain from discussing things that are not part of the meeting’s agenda. Put your main focus on the agenda of the meeting. Use visual guides to help you keep on the topic, you can make use of switch slides and laser pointers that you can use in the boardroom. If an employee brings a question that is not related to the topic, you can request them to forward it at the end of the meeting.
You should also reduce distractions. You should request the employees not to attend to their phone s in the course of the meeting. Cell phones cause distractions hence the need to have them off during meetings. It is significant to upgrade on the way you treat distractions of the employees. Make Sure that the boardroom is well cleaned and arranged as a way of reducing employee’s distractions by the environment. The decorations should also be minimal.