Call A Meeting

When Is It Necessary to Call A Meeting?

They’re the bane of office workers everywhere – unproductive, unclear and unnecessary meetings. Not only do they take up the valuable time of multiple people that could be spent on other tasks, they can demotivate and further muddy the waters, leaving decreasing their productivity well after the meeting is finished. 

Some businesses have recognised the damage poorly planned and executed meetings can do, requiring that meetings only be held under certain circumstances, stick to certain lengths, or banning them all together on certain days

At Roundee, we know how valuable a good meeting can be. That’s why we want to help you hold more good meetings than bad ones. Before you next send that calendar invite, ask yourself, is the meeting your calling necessary? A good rubric is if it meets one of the three following conditions. 

You need a consensus

There are some occasions when everyone in the group needs to agree on a path forward. Are you a board of directors appointing a new officer? Are you organising committee of a group and are creating by-laws? Are you making significant financial decisions for the company? In these cases, you may need the power of a consensus – either to meet the terms of a governance document or simply to avoid stepping on the toes of another group member. 

In cases like this, a meeting is somewhat unavoidable. Emails may seem like a good idea – fully traceable and providing written notice of a decision – but this is nothing that can’t be done with a meeting. What’s more, emails and other forms of text conversation can so easily be ignored, leaving you scrambling to get responses as the clock ticks towards your deadline. 

You need to show value to a special client

Some accounts just need that extra love. Whether your client is spending a mint with your business or they are particularly sensitive and need careful handling, a meeting is always going to be more effective than an email or instant message. 

Text can be misconstrued, misunderstood or just plain ignored, leading to serious problems that would never arise had you simply verbally related your message to the client directly. If something needs to be said carefully and with maximum control over how it will be received, a meeting may be the best – or only sensible – way forward. Protect yourself, your business and your bottom line by choosing to schedule a face-to-face chat instead of dashing off an email. 

You need to refocus and achieve clarity

In a sea of emails and Slack notifications it can be all too easy to get swept off course. Trying to remember who’s seen what version of a draft and who’s up to date on the latest feedback from a client can be nauseating for even the most experienced team leader, so how do you ensure that every single person is on the exact same page? 

Simple. Dispense with the emails and talk directly to their face. Removing many of the variables that so often cause a message to become muddled – out of office notifications, time zones, email chains that look like ‘RE: RE: RE: FW: RE’, multiple overlapping Slack channels – and simply telling people what they need to know and what the score is can cut through like nothing else. 

A new way to do meetings

But what if your team is spread across different offices, different countries or is just plain too busy? Fortunately, there’s a way to tick all of those boxes without even setting foot in the same time-zone. 

Roundee is a platform-agnostic high-definition video conferencing platform that delivers the connectivity modern teams need. Hold meaningful meetings at the click of a button and record every second of them for review, allowing people to understand exactly where the project is at and what their next step is. 

Sign up today for free and experience the difference.  

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