Is your construction project status meeting failing due to dysfunctions or a poorly developed agenda?
When status meetings have no agenda or one that is incomplete or unclear, the meeting easily runs off course and results in time wasted.
Meeting hosts sending an invite for meetings that have no agenda or a poor subject line or goals can build up low attendance, poor meeting productivity, weak engagement, and negative meeting outcomes. That’s not what you want, right? So, if you’re organizing a remote meeting over video conferencing software make sure your video conferencing solution has that feature to set a clear meeting agenda. Building an effective meeting agenda is one of the most crucial elements for effective and productive meetings.
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Why do meetings require an effective agenda?
- Communicate important information to all meeting attendees viz. topics of discussion, time for each agenda item, etc.
- Is used as a checklist to make sure all the agenda items are discussed & recorded through video conferencing software
- Helps meeting attendees prepare before the meeting
- Leverage a focal point for your remote meeting
Truebeck construction leveraged the power of video conferencing to solve their business challenges that included an unreliable and ambiguous web conferencing platform, non-standardized user meetings, poor screen-sharing, and higher costs of operation and management. Truebeck switched to another video conferencing platform and leveraged significant benefits that include a consistent and simple meeting experience, mitigated hidden costs, reduction in the per-user cost of meetings by 37.9%, and reduction in TCO by 40%.
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Listed below are a few tips that can help you create a strong meeting agenda to facilitate effective meetings.
Define a clear meeting objective.
Before creating the final piece of the agenda, meeting hosts need to identify clear goals that provide greater team focus. What are the outcomes that need to be achieved by the end of the meeting? The objectives that need to be put forth. The need to call in a meeting, and the results that need to be accomplished from the remote meeting.
More than 90% of project owners and general contractors do agree that real-time collaboration greatly reduces the risk at construction sites based on accurate instructions, crew safety, and resolution of risk issues.
Prioritizing meeting agenda items.
When creating your meeting agenda, make sure you make a list of topics or items from the most important to the least important. This way you’ll make sure all the crucial topics are discussed & handled efficiently.
Ask for input from other team participants.
If you want to leverage an engaging meeting with remote attendees, meeting hosts need to make sure the meeting agenda includes all the items that reflect their requirements. If there are attendees who want to add agenda items, then they should contact the meeting host or presenter for this request, and the amount of time they will need to present it.
Pick agenda items that can affect the whole meeting or team.
Meeting time is valuable and difficult to schedule. Meeting agendas should be used to discuss and make decisions on items that affect the entire team, and requires the entire team to resolve. There are likely to be challenges and issues that can be resolved by different meeting participants. If the team is not spending valuable time on discussions about interdependent problems, then the meeting will not be productive, leading to poor engagement.
Closing the discussion, it is better to take time and enable a clear meeting agenda. Creating an agenda in video conferencing software facilitates an efficient meeting. All the agenda items are made clear, and everyone stays focused. But to make it easier for you, iFMeets is here to help! Your meeting agenda stays strong and sent out in no time. Ready to join the modern video conferencing revolution? If you want to learn more about the iFMeets video conferencing platform, click here for the following link.