Everyone Loves Efficient Work--On How to Improve the Efficiency of Meetings

I have always worked in a foreign-funded enterprise, so the example I gave is also the style of a foreign-owned enterprise. In fact, in addition to the need to communicate in foreign languages ​​and the time difference, foreign-funded enterprises will be more efficient than domestic enterprises. After all, time is money, and everyone needs it. In addition, the management style of foreign-funded enterprises also pursues "credit" and is result-oriented, so the efficiency of work, including meetings, is good. Let's go directly to the topic and talk about how to improve the efficiency of meetings.

Everyone Loves Efficient Work--On How to Improve the Efficiency of Meetings

First, make preparations in advance of the meeting

As the saying goes, troops and horses go first, and the same goes for meetings. Most of them send a meeting invitation in the form of an email. Write clearly the time and place of the meeting, as well as the topic to be discussed. If you can explain it concisely in the email The theme and purpose of the meeting is great. Usually, as the project manager of our company, I will set up a meeting cycle in Outlook. For example, every Tuesday from 10:00 am to 11:00 am is the regular project meeting, and the main points to be discussed at the meeting It will be displayed to the relevant personnel in the form of path links, so that they can click in and browse in advance, and know the part of the work that belongs to them. I only go to browse and analyze my own problems one by one, the meeting time will naturally be prolonged, and the inefficiency will also come. In fact, the ideal meeting time is best to be controlled within half an hour, concise and efficient, without affecting All valuable work time.

Everyone Loves Efficient Work--On How to Improve the Efficiency of Meetings

Second, the meeting must be attended on time, if not, please explain in advance or find a substitute to attend

Attending the meeting on time has always been the most important KPI in the meeting, there is no one, but in reality, basically no company can do this, and I don't believe anyone can do it. Deducting fines to deal with late arrivals, or confiscation or invites to dinner, etc., does not work well. In fact, everyone knows this, but it is very difficult to do it, because everyone's free working time is not fixed. Many times, when a meeting is approaching, an urgent matter is inserted, such as a customer complaint, so if you want to do this One point, in addition to formulating strict punishment measures, there must be other methods. For example, what I usually use is to call or send everyone a WeChat 5 minutes before the meeting to ensure that they can come. If they cannot come, they must also find the corresponding Substitutes participate, and if a decision cannot be made, at least the relevant information must be brought back.

Everyone Loves Efficient Work--On How to Improve the Efficiency of Meetings

Third, the meeting should be conducted in accordance with the established process or order/control the topic and time of the discussion, do not deviate

There must be rules in doing everything. If there are no rules, there is no circle. If the meeting is to be efficient, the host must follow the order established before the meeting. Unless it is absolutely necessary, it is not allowed to cut in the queue and ask questions. Everyone completes the theme discussion of the meeting in their own order. , When it is time for questions and discussions, you can ask questions, and be careful not to deviate from the topic. Sometimes, some people like to cross the line when they talk and talk about some unrelated issues at the meeting. The divergence and span of thinking are relatively large. , which can easily lead to a waste of time.

For example, our company just held the annual management meeting a few days ago. Before the meeting, each department has prepared the PPT that needs to be spoken, and also formulated the order of speech. The logistics department is just in the middle, and the eight departments are the fourth. Before the meeting, the host explained that everyone should not speak for more than 15 minutes. He was in the logistics department. This is a new manager. He has just arrived for less than three months. In order to show his achievements and value, he has done about 20 pages. PPT, it took 16 minutes to finish speaking, plus Q&A and discussion, it took a whole 25 minutes, which caused the people behind to speed up, this is the typical reason for inefficient meetings, we must pay attention, if I Moderator, I will cut off the PPT signal when the time comes, so that he has a deep impression on himself, haha.

Everyone Loves Efficient Work--On How to Improve the Efficiency of Meetings

Fourth, define the responsible person and department at the meeting, and work out the implementation time

The meeting is not used to waste time, but to supervise and implement the work. This is the purpose of the meeting. Like work, it must be result-oriented, that is, certain consensus must be reached at the meeting. Don't make a fool of yourself, so that everyone's time will not be wasted. For example, in the company's morning meeting, each department needs to send people to participate. In addition to the routine reporting of daily production and operation data, the most talked about problems in the production process, especially quality problems, the quality department will provide analysis data, the occurrence of The background introduction, etc., the main event is coming, we need to clearly write the solutions/responsible persons and completion deadlines for these important quality problems on the blackboard. For example, if the employees do not follow the work instructions and lead to defective products, it is the production team leader and training staff. If the production process cannot be fool-proof (automatically identify and avoid errors), it is the work of the engineering and technology department. The responsibility must be implemented to specific individuals and the final improvement date is defined. This is an effective meeting.

Everyone Loves Efficient Work--On How to Improve the Efficiency of Meetings

Fifth, remember to issue meeting minutes after the meeting to remind the corresponding personnel to do things

What consensus was reached at the meeting, what measures were formulated, and when will they be implemented? According to the VDA6.3 tortoise diagram, this information is the output of the process of the meeting. We say what is the result of the meeting, which is the important information , so after the meeting, be sure to send out the minutes of the meeting, speak without evidence, write it clearly in black and white, so that everyone can see it, even if you want to delay, consider the impact, and the moderator or supervisor needs to follow this information. , be sure to supervise in place, you can take the lead in demonstrating 1~2 days before the deadline with friendly prompts, if you are still the executor.

To sum up, in order to create an efficient meeting, excellent