In most cases, team meetings are the most unproductive part of the workday, because they’re not organized properly. People use this time to talk about their failures, or blame or hold someone accountable when the focus should be on the data, which the meeting should be based on. After that, the effectiveness of your meetings will improve markedly, and in this article, we will share specific tips on how to create productive data meetings.
How focusing on data increases productivity
So how exactly does meeting productivity manifest itself if you decide to change your strategy and focus your attention on data during a meeting? Below we’ll tell you exactly how meetings based on data will impact your company’s productivity:
- Focusing business meetings on data greatly reduces the amount of time you spend in that meeting. They delineate the company’s performance and each employee’s actions so that no one has unnecessary questions. This saves time and consequently leaves your employees with more energy to be as engaged in the discussion as possible
- If there is good and accurate data in your discussion, the time you spend arguing about the numbers can be used to generate healthy and relevant debate, make the right decisions, and improve
- Debates in turn lead you to form cool ideas
- You improve the quality of your employees and train them to be orderly, with facts and basic analysis of data
- Your position as a leader is reinforced because the rest of the employees see you as a pillar and responsibility
Styles of board management software meetings to avoid
Business company meetings have their styles, which largely determine the outcome, and below we will look at two types of style and what problems may arise as they are used.
The first style can be called freestyle, it does not involve any prior preparation of the participants. The data in such a case is not gathered into a coherent whole, so your meeting runs the risk of deviating from an important topic. When the meeting has no clear structure, the discussion of the data will also be quite fuzzy, and participants will not be able to understand and work with the information given to them, even if it is completely understandable to them.
The second style is over-preparedness; it creates an adversarial environment in such a serious setting. Participants can stretch their time and take a long time to analyze the information they have. Because the participants are in constant tension they are exhausted and do not give themselves completely to the solution of the problem.
If you compare these two styles and data meetings with the use of board management software, the second has clear advantages because everything is structured, and the conversation is based only on the proposal of ideas.
Make your meetings work
To handle a data-driven meeting effectively, board management and our following recommendations can help you:
- Start the meeting by sounding out your current situation, how the company is doing, based on the data
- What you would like to improve and what you can do to improve your data metrics
- Hear ideas, plans, and suggestions from your employees to help with this or that issue
- What’s your plan of action and who has to do what?
It’s also worth noting that this style of meeting also requires preparation:
- Before the meeting, make sure your data collection system is up and running smoothly
- If you doubt the accuracy of the data or think there may be a problem, ask your colleagues if everyone agrees with the figures
- Prepare your data so that it fits the flow and theme of the meeting