Why Duration Of The Meeting is Important?June 6, 2022
We often don’t pay attention to the time and duration of meetings. Normally, we assume that the more time, the better for the success of a meeting. Unfortunately, it is not true. It is similar to us driving a car without considering how long our trip will take.
For one on one meeting, more time does not mean better results or more value-added for attendees in the meeting. The purpose of a meeting is usually about people coming together and reaching some common agreements for future actions.
In order to reach an agreement and make a decision in a timely manner, both parties should have enough time in listening and understanding each other’s or their own arguments. If each party’s argument is too long and complex, attendees in the meeting can easily get lost or confused.
So they cannot agree with each other easily while processing all these arguments and information presented by speakers or presenters in the meeting room. It is not possible with the limited time frame set by the organizer of this event/meeting.
Agreement as the purpose of a meeting
Meetings are important for a variety of reasons. They help us to come to an agreement about what we want to do and how we are going to do it. It also helps us learn from each other, build relationships and trust with each other, and make decisions.
Meetings can be very stressful if they are too long or too frequent. So it’s important that meetings have clear goals which should be achieved within a set time limit.
Defining the right objective & plan
Defining the right objective and agenda is important before scheduling the meeting. Once you have defined your objectives, it’s time to create an agenda. An agenda should include the purpose of the meeting and the audience.
Who are the speakers? What are the topics? What are the outcomes? What are action items? The purpose of the meeting is to come to an agreement. Defining the right objective and agenda is important before scheduling the meeting. Speakers in meetings should stay focused on the objective and agenda to achieve the goal of the meeting.
Proper time division
Most time, speakers in a meeting are not given enough time to process their arguments. They tend to make their point as briefly as possible and move on without allowing us to engage with the key ideas.
This is very frustrating especially if you have questions or want some clarification of what they just said. It is important that when you speak, it should not be the only time that your audience has the chance to connect with what you say.
In addition, when speaking and listening, both parties must respect each other’s speech patterns so we can all get along well together at meetings!
Shortening for better productivity
- The minutes of meeting should be short and to the point. Ideally, they should last no more than an hour. It should be scheduled for a specific time and duration. You can do this by setting up meeting rooms at work or reserving conference rooms in advance, or you can use software like Doodle that lets you schedule meetings online.
- Meetings should be scheduled for a specific purpose. This way, everyone knows what to expect from each other when they arrive at the meeting room so that there’s no confusion later on down the road when it comes time to implement those ideas
- People who plan on attending need access within 24 hours beforehand because many people already have busy schedules but still want some downtime every day after work too!
Duration of the meeting is equally important
A meeting is important but the duration of a meeting is equally important for its success. The main reason why people have meetings is to discuss or share their ideas and opinions with each other.
If you are running out of time in your meeting, participants would be less active in discussing and sharing their thoughts. So, how long should you run your meetings?
That depends on you and your team members, but usually 2-3 hours long meet-ups work best for most businesses.
The purpose of a meeting is to come to an agreement. In a meeting, each participant has their own interests or points of view. If the objective and agenda are not defined properly, the discussion can go off-topic.
The speakers in a meeting are responsible for staying focused on the objective and agenda to achieve the goal of the meeting. We need time to analyze what they said, evaluate it based on our experience, and decide whether we agree with them or not.
Shortening Staff Meeting can increase your productivity and efficiency because you will have more time to do important things that you usually do after work hours.