How to make sure your meetings don’t overrun

Setting aside time for a meeting no matter how helpful and beneficial it can be, may take up a rather large amount of your working day. When your to do list is never ending, you want to ensure that your meeting is as productive as possible with minimal time being consumed, however that is not always the case. It is quite common for meetings to overrun the allocated time which can then create a knock-on effect, resulting in you playing catch up for the remainder of the day or even week. In order to decrease the chances of this happening, The Grand, York have collated their top tips of how to get the most out of your meeting and finish on time.

Start on time

By starting the meeting at the agreed time will help you on your way to finishing at the time that you would like. Try and get the small talk over and if all the participants haven’t turned up on time, then you should still begin and provide them with notes for them to catch up. Setting the tone of the meeting will help ensure that you stay on track and finish the meeting when you want to.

Regularly check the time

If it is quite a big meeting and it is planned to run for a considerate amount of time, ensure that you are making regular checks of the time and taking note of how much there is yet to discuss to see if it weighs up. This allows you to set the pace of the meeting and whether you need to adjust the speed of each point you’re discussing.

Set expectations

Being very clear on how you expect the meeting to run, what you want to achieve from it and the time you want to be finished by will create a clear schedule to all those who are attending. Not only will this help guarantee that you don’t overrun but it also puts it in to perspective to all participants to ensure they contribute everything they want to say within the agreed meeting time.

Have an agenda

Having an agenda in a meeting is very useful and will benefit all. It’s a great way to help you stay on track as well as making sure that you don’t forget to discuss any points. A meeting agenda can also help you dictate how long your meeting needs to run for so you can set a suitable time to be finished by.

Don’t go off track

It is important to stay on topic throughout the course of the meeting. It is incredibly easy to get distracted and digress, which could produce interesting points, but may also lead to delays in the rest of the meeting. Monitoring your conversations when in the meeting and making sure they are relevant to the set agenda will help you progress through your agenda quicker.

It’s okay to excuse yourself

More often or not, meetings just naturally overrun, and, in some cases, this can cause a negative impact on the rest of your day. It is okay to politely excuse yourself as long as you make sure you have contributed all you can and are leaving at an appropriate point without creating any big distractions to the rest of the attendees as they continue without you.

Author: Editorial Team

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