Do you sometimes have the feeling that the business meetings you’re having are a waste of time?
When you get out of your meeting there’s no action points decided and the meeting took way longer than anticipated.
Many companies use Tasks in a Box to improve the effectiveness and efficiency of their meetings. Here’s how they make their meetings more effective:
- Clearly set an agenda before the meeting and get all stakeholders involved in setting the agenda.
- Ensure all information for the meeting is available before the meeting no time is lost during the meeting in gathering the information and analysing it.
- During the meeting action points are decided, who’s responsible and what are the due dates.
Step 1: Create a project around your meeting topic
Say you have a weekly marketing update meeting. Create a new Tasks in a Box project for this meeting. This project will be used to get input for the agenda before the meeting. Setting the agenda before the meeting is important such that all relevant information can be gathered and is available during the meeting.
Step 2: Get all members of the project involved in setting the agenda
The next step after creating this Tasks in a Box project is to get all stakeholders of the project involved in setting the meeting agenda. You can easily do this by clicking on “Invite project members” in the top left corner.
Invite your team member by starting to type their email address in the projects members box. You can either select an existing Tasks in a Box user or click on “Invite a new user” for new members.
Step 3: Start a discussion to set the agenda
In your project go to the Conversations tab and ask your teammates to provide input on the agenda. You can add all relevant documents for the agenda immediately in the conversation.
As points for the agenda are discussed the different points that need to be discussed can be added to the agenda as tasks. You can do this right from within the conversation by clicking on “Post a task” or use the TAB-key.
Tip: If a topic deserves more in-depth discussion and you don’t want to pollute the conversation about the meeting agenda you can create a new conversation channel for that topic.
Step 4: Finish and structure your meeting agenda
When you’ve collected all your teammates’ input you can go to the Tasks tab in your project and finish the agenda for the meeting.
By dragging and dropping the different items you can easily change the order of the items in the agenda.
You can elaborate on an agenda point by adding a description or by adding sub-items that need to be discussed during the meeting. Click on the tasks that created for the agenda point and add the relevant details.
Tip: You can further organize your agenda by grouping items together around a topic. To do this you can add a new grouping. Click on the three horizontal bars next to “View” (top right corner) and select “Add your own grouping”. Add a grouping named “Agenda Structure” with the Group names: “Review Results”, “Open Items from Last Week” and “Action Points”.
Step 5: Make Your Meetings Effective
During the meeting when an item is discussed you typically end up in one of the following situations:
No Action Required
The item was discussed for the purpose of informing teammates. To take notes about the feedback gathered during the meetings in Tasks in a Box you can add them in the comments section.
Action is required
The discussion results in points of action that need to be undertaken.
For each action point that is decided you can add a new task in the group Action Points. For your meeting to be effective it’s important that you decide who’s responsible for the new action points. Also, you can set a due date to ensure the action is completed in time.
Step 6: Follow up in between meetings
Sometimes there’s quite some time in between meetings and you want to closely follow up on the status of the action points. Tasks in a Box provides you with a dashboard so you can easily get an overview about what’s going on and see where things are stuck.