Reasons For Low Efficiency And Solutions

Reasons for poor conference efficiency and preventive management

     1, the common problems of the conference - the efficiency is not high. 

Xiao Wang is a staff member of a company. He has some ideas about the company meeting. His thoughts reflect some of the current situation of many company meetings and deserve our consideration.

    Many companies are often inefficient because of the following reasons:

   The head of the company does not know when the best time to hold a meeting is. Many important meetings are scheduled to open on Friday afternoon or must be arranged on busy Monday.

Many executives rarely ask employees for advice on when to start a meeting. This makes employees exhausted and even postponed to attend other meetings. Some of the "must be" staff, because they have been with important customers or government officials, can not be present, which makes it difficult to discuss the meeting. People who are present are often not the ones closest to the topic, so they are not prepared enough or are not ready at all. Nowadays, there is a very popular saying: "recently bored", for too many professionals like Wang, this sentence can be changed to "meeting more vexed". The reason why meetings are boring is that "meetings are often carried out in a random way, or even meaningless to extend the time, even if there are resolutions, and the quality is also very low". In short, the meeting is not efficient. Therefore, it is particularly important to find the reasons for the low efficiency of the conference.

2, the reasons for the low efficiency of the conference are usually caused by the following 7 reasons. Of these 7 reasons, there are 3 reasons for the conference's "fatal injury", which requires extra vigilance. The 3 reasons are: the host's skills, the location of the meeting, and the preparations for the meeting.

Eight characteristics of efficient meetings 

Compared with inefficient meetings, efficient meetings are highly effective, and efficient meetings have overcome all kinds of unfavorable factors resulting in inefficient meetings. Effective meetings have 8 characteristics.

It is suggested that the 8 characteristics of effective meetings should be listed before the formal convening of the meeting, and that the preventive management should be well done at any time so that the forthcoming meeting can become a truly effective meeting.

Conference specification 

The conference specification consists of 3 parts: the specification of meeting time schedule, the fixed procedure of meeting procedure, and the conference specification itself.

  1. Specification of meeting schedule 

Between 8-9 a.m. It's the time when employees start from home to start a day's work. Employees at this time are in a state of confusion and will take some time to get into work. Therefore, it is unrealistic to attempt to hold meetings at this time and try to make employees respond to proposals or conduct business analysis.

Between 9-10 a.m. Employees have begun to work. At this time, the most suitable time for one to one talks is also the best time for business talks.

Between 10-12 a.m. or 1-3 p.m. It is the best way to mobilize staff to brainstorm. We use brainstorming to come up with new ideas and new methods.

Between 3-5 p.m., it is best not to arrange meetings. 。 During this period, employees begin to enter the languid period of the whole day. Everyone wants to go home immediately. Meeting at this time often results in half the effort.

2, conference specification itself 

Conference norms refer to the conference rules that we all agree on. The conference specification mainly includes the following terms:

All participants gave the weekly schedule to the conference scheduler to find out the best time for meeting all the three members. There should be written notice, agenda and relevant information for the meeting over 1 hours. All participants are prepared to speak at the meeting. Start on time and end on time. The person in charge of each business unit is directly responsible for the resolution. All participants should know how to defend others' dignity and not humiliate others. This rule is the most important and requires special attention. Different opinions are good things. They can be discussed in every aspect and even dressed as "black face". After 2-3 days of the meeting, all participants should get the minutes of the meeting. All participants should be responsible for feedback on the quality of the meeting. If necessary, the third party shall be monitored to ensure the quality of the meeting. Regular conference process specification. The fixed conference procedure specification mainly includes a center and two basic points.

(1) A center A center refers to the agenda of the whole meeting. One centre includes:

The beginning of the conference includes: welcoming words; clarifying the purpose of the meeting; exchanging the agenda of the meeting; introducing the time schedule, the relevant rules and regulations, and designate the minutes of the meeting.
Meetings can be divided into different agendas, such as agenda 1, agenda two, agenda three, etc. It includes: sharing topics and goals; exchanging information; generating ideas, making decisions, confirming actions; summarizing.

Conclude the meeting, including: summarizing; arranging the next meeting.

(2 Two basic elements The two basic points refer to the first and the end of a conference, that is, preparation before the beginning of the meeting and tracking after the end of the meeting. These two basic points are most easily overlooked. But they are the key to ensuring success or failure of the conference. Therefore, a standardized conference process must include the preparatory work before the meeting and follow up after the meeting. After the preparatory work, the follow-up work will include writing and sending memos, setting up follow-up plans, and arranging for candidates to report next time.

"Summary of this lecture" 

Conference efficiency is not high, which is the current situation of many conferences. Therefore, it is particularly important to find out the reasons why the meeting is inefficient. There are usually 7 factors that make the meeting inefficient. In view of these factors, preventive management should be well done before the meeting.

At the same time, it is very important to know clearly what is high effective meeting and conference regulation. Only by grasping these, can we guide the way to improve the efficiency of the conference.