How to Plan Internal Communication Meetings to Improve Employee Efficiency
“Do you know what is agenda of today’s product meeting?” Eric asked with Rebecca, a marketing professional. “I have no idea”, she replied hastily. “Oh my Gosh! It means that the next one an hour of my life will go in vain. How am I going to make myself awake during this boring meeting?” Eric added in a sleep-deprived tone. This scenario could be common to your company also. Internal communication meetings are an important part of an organizational set-up. Employees spend their crucial productive time for meetings and often complain about these. It happens generally to companies, where many managers try to justify their titles by routine meaningless meetings in place of supporting the field of doing business.
In order to create a strong organization and positive employee attitude towards their job, you need to execute two-way internal communication plans. In this article, I will tell you how to structure internal communication meeting to improve employee efficiency.
Agenda, Agenda, and Agenda!
‘Meeting’ a positive boost or time waste? Most important part of the productive meeting is its agenda. Decide agenda before conducting the meeting or sending invite. Start by asking yourself the questions like; what is the purpose of the meeting? Be specific to the points to be discussed at this meeting.
Cut it short
Why not tighten the agenda and discuss points within 30 to 45 mins? Longer and frequent meetings can generate ‘meeting fatigue’ among the employees and raise their dissatisfaction towards the company.
What is it in for me? Get key people for the meeting. Be specific to who is responsible for the particular project. Limiting the number of the attendee in the meeting will provide you with a secret weapon to stay focused and access more information and maintain transparency.
Make sure voices get heard
Ensure everyone gets chance to participate and able to put his/her thoughts on the table. With the growing popularity of remote working arrangements, it is important for the organization to dedicate defined internal communications resource to ensure that everybody is being represented. Stay focused and avoid unnecessary side conversations.
Summarize the meeting outcome
Make a summary of the meeting. Compare it with your organizational objective. The message conveyed must be consistent and focused. It means the information and ‘message’ employees receive from different sources should always be the same. This is where Intranet and other business communication apps come into being. It is a tool that allows easier internal communications, especially in a large organization.
Action item should be executed and tasks should be assigned to right people. When tasks are not delivered on time, reasons should be explained and responsible person should pay for his inaction.
An unnecessary meeting can be avoided with phone calls. A well-formulated internal communication strategy will keep you on track and make information flow easy and painless. In addition, internal communication requires clear and intentional directives. If you don’t do well, your team will not be able to perform.
Tell us what strategies you and your team use to communicate well? Leave a comment.