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By Naledi Mokoena

According to Statistics SA’s survey on time consumption, South Africans spend approximately 121 minutes per day participating in meetings – amounting to over 10 hours a week, a quarter of the average 40 hour work week. According to Maguire Training a business meeting is a constructive caucus in which new ideas or strategies are presented, brainstormed and ultimately discussed in order to be solved. Meetings remain an imperative strategy to accomplish a company’s shared vision. Here are 4 ways to run effective meetings: 

Establish an agenda 

Ensure the agenda has been sent out to attendees prior to a meeting, allowing them time to prepare. Clear objectives contained in an agenda will help facilitate effective time management. In order to ensure the objectives of a meeting are met, it is important for the host/chair to outline them at the start.

Be precise 

According to research an average meeting is between 30 minutes and an hour, due to the common time limits imposed on calendar apps. In order to maximise the use of time allocated effectively, the host/chair must ensure the agenda is adhered to. 

At the beginning of the meeting the minute taker should be identified and all  decisions regarding the way forward minuted with precision and accuracy.

Manage multitasking 

In order to achieve clear objectives of a meeting, it is important  to manage multitasking during these sessions. Phones and laptops should only be in use if essential for the outcome of the meeting.

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The venue makes a difference

Hosting a meeting at an appropriate venue sets the tone of the gathering. Researchers discovered employees who are satisfied with their physical environment are likely to be more productive. In addition numerous studies revealed the physical environment has a significant effect on behaviour, perceptions and productivity for employees.

Factors affecting attention span

In order to identify the strategies to assist individuals with factors affecting their attention span, researchers have identified the following factors which affect an individual’s attention span:

Multitasking: refers to cases where an individual performs more than one task at once, therefore reducing the qual

ity of work. In some instances it may be a contributing factor to stress and anxiety.

Mindfulness: When a person is fully present and involved in the moment, researchers believe it has the ability to enhance their attention span and memory functions.

Mind wandering: According to research from Harvard Medical School, for every task a person’s mind drifts away approximately every 14 minutes. It’s a phenomenon which is more common in the workplace than detected.

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Sources: Maguire Training | Bizcommunity | Indeed | Maguire Training | bizcommunity | Indeed |Harvard Medical School

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