How To Improve Your Meeting’s Productivity by Tracking KPIs

How To Improve Your Meeting’s Productivity by Tracking KPIs Featured Image

Have you ever had the very first question to pop into your mind right after the meeting: “Was this meeting even productive?” Or maybe… “Did we honestly need everyone to be in this meeting? Did we achieve our meeting’s objective? Perhaps an hour-long discussion could be easily done via one email? …what the heck was this?”

So, how exactly to know whether your meeting was productive or not? Here are some powerful KPI’s (Key Performance Indicator), to track while planning your agenda, running the meeting and analyzing it afterwards.

Structure of the Agenda

Powerful agenda is a baseline for every productive meeting – worldwide reports show that 67% agrees upon this fact and 72% says that defined objective makes meetings even more productive.

Track these KPIs:

Recurred Meetings

1:1 with your boss, status updates, team building meetings – there are a lot of recurred meetings in your calendar, right? Just be careful with planning – at some point meeting once in two weeks can be more productive and focused than weekly meetings.

Track these KPIs

Single Meetings

If you’ve only had one opportunity to get things done with one meeting – you must be extra focused to stay on track and make sure that all things you were planning to discuss get your attention.

Track these KPIs

Presence

Reports have shown that professionals spend 2 hours per week in pointless meetings. So, perhaps, your next meeting would be much more productive with fewer people in it for faster decision making, and for others – more valuable time to spend on personal productivity.

Track these KPIs:

Engagement

The key to productivity is the right people around the table. If Mr X isn’t assigned to any agenda or action item or doesn’t get involved in a conversation, maybe you should check the meeting’s participant list once again.

Track these KPI

Time Planning

In most online calendars default time for a meeting is between 30 min and 1 hour. This option makes it easy to schedule a meeting, but sometimes one hour is unnecessary. Time planning starts with creating agenda – set the time limit for decision making or topic discussion. We all know that time deadlines are the best productivity boosters, right?

Track these KPIs:

Wasted Time

Wasted time is the biggest threat to productivity. Whether it’s a deviation from the planned agenda, waiting for all attendees to arrive, connecting to the online sheet or poor organizational skills – all of this affects your working day. Wasted time and irritation.

Track these KPIs:

Action Items

Action items are one of the most powerful tools to measure the meeting’s productivity. To make them more valuable, add deadline and responsible person if it’s a task, or the date if the decision has made.

Track these KPIs:

Summarize

It’s easy to get lost in notes and assigned tasks if all your working calendar consists of remote meetings and conference calls. Summary and follow-up emails are essential whether it’s a meeting with clients, project teams or any other group. Always share meeting minutes, made decisions, files with others and export your tasks to the planner as soon as the meeting ends.

Track these KPIs:

Participant’s Satisfaction

Lots of reports show that we all find it annoying when someone is taking phone calls or texting during meetings, when participants interrupt each other, don’t listen to the contributions of a spokesperson, arrive late or leave early, deviate from planned topics…

So how to measure attendee’s satisfaction?

Track these KPIs:

It’s always a good idea to ask others what they think about what just happened. By getting a constructed review, you’ll see on what you should be focusing more, and for others – they will learn what they didn’t like and what to avoid in their next meeting (in the best scenario, of course! :))

Use these tips, take meeting’s planning seriously, track KPIs and you will improve your planning skills, save yours and the team’s valuable time and boost every meeting’s productivity!

By the way, all these KPIs you can easily track if using Meetinch for your meeting support. Try it for free and enjoy the difference!

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