Corporate meetings are ineffective for three key reasons—insufficient preparation, outdated conference room technology and difficulty engaging participants—according to a new report by Prysm. The result is lost productivity and a $37 billion yearly cost to the corporate world, with employees feeling frustrated and ready to bolt to other jobs. These findings are featured in Prysm’s second installment of its Six Realities Disrupting the Workplace report series, titled Meetings Have Lost Their Mojo.
A pervasive meeting culture presents many challenges, but ongoing engagement tops the list with 45 percent of survey respondents citing lack of engagement as a top challenge to successful meetings, and 36 percent naming remote participants feeling disconnected as another major issue. The impact on employee morale is significant, with 40 percent feeling frustrated due to meeting challenges, leading to 34 percent feeling less productive—underscoring the importance of employee engagement in driving corporate productivity.
In addition to lack of employee engagement, insufficient pre-meeting planning was cited by workers as a key reason time gets wasted in meetings, with 63 percent of meetings having no planned agenda. 3 These factors have led to 73 percent of employees admitting to doing other work during meetings.
The report offers tips on how to improve meeting effectiveness and sheds light on:
- Key reasons meetings are ineffective
- The cost of lost productivity and lack of employee morale
- What workers are looking for to improve meeting collaboration
Workers Crave Better Collaboration Tools in Meetings
When asked about the challenges encountered with conducting tech-enabled meetings with their teams, 35 percent of respondents to the Forrester Consulting survey stated that connectivity issues can reduce the quality of web conferences, while 28 percent said that it is difficult to keep an accurate account of everyone’s input. Almost 20 percent pointed to the lack of ability to share files digitally as being a challenge in meetings.2
To ensure effective meetings, according to the report, workers cited the need for modern, digital workplace and collaboration technologies, saying there would be a positive impact on collaboration (83 percent), decision making (80 percent) and employee engagement (79 percent).
“It’s time to stop having ineffective meetings where nothing gets done and employees leave fatigued and frustrated,” said Paige O’Neill, CMO of Prysm, in a news release. “In 2016, employees shouldn’t have to worry that a whiteboard was erased before the meeting notes were copied, that files couldn’t be viewed or shared by participants, or that employees are disengaged due to insufficient pre-meeting preparation. Prysm is helping our customers modernize their workplace technologies with an eye to visual collaboration that is highly engaging, digital, and cloud-based. In order to retain employees, particularly Millennials, this investment is becoming a business imperative.”
To help increase meeting collaboration and productivity, the following nine best practices should be followed:
- Be prepared: Set an agenda and make sure attendees are clear on any pre-work prior to the meeting.
Identify the right attendees: Each attendee should have a clear role and purpose.
- Keep it short: Keep meetings to 30 minutes or less whenever possible.
- Stand up: Research findings have shown that standup meetings lead to greater excitement about the creative process and allow for greater collaboration on ideas.
- Stick to the plan: Drive the meeting so that colleagues don’t go off on tangents.
- Keep remote workers engaged: Use cloud-based conferencing tools so all team members can collaborate in real time.
- Save and share accurate meeting notes: Leverage a digital, cloud-based format that all attendees can access so no one is waiting for information to be sent.
- Follow up on action items: Before the meeting adjourns, make sure that each attendee understands what they’re accountable for and ensure that they have the authority to complete the tasks assigned to them. Ideally, keep a digital record.
- Ensure future meetings can pick up where you left off: Posting and sharing data in a digital workspace keeps all players on the same page and eliminates version-control issues.
For the Forrester study cited above, Forrester conducted two online surveys of workers in large organizations (1,000 or more employees) in the US and the UK: one survey of 200 IT and facilities professionals at the director level or above, and the other survey of 800 information workers who were employed full-time and worked outside of their company’s office at least twice a month. The study began in February 2016 and was completed in March 2016.
Source: PRWeb; edited by Richard Carufel