Poorly run meetings can crush productivity. This is what Facebook CEO Mark Zuckerberg thinks, and we couldn’t agree more. If you don’t have efficient meetings, you could end up feeling exhausted and having lost a lot of time that you could have used to be productive. So, how does Mark Zuckerberg make sure that the meetings at Facebook are efficient? Well, in a Quora post, Facebook COO Sheryl Sandberg says that Mark Zuckerberg has done a great job improving the efficiency of meetings at Facebook. He made a simple but effective change by implementing two meeting rules:

  1. Send relevant materials in advance to those who will be attending the meeting. This way, attendees can prepare for the meeting at their own pace, so you won’t waste a lot of each other’s’ time during the meeting if some people still need to catch up. People need to know what to expect and what is expected from them. Send relevant documents or other information and make sure invitees have enough time to prepare for the meeting.
  2. Set a clear goal at the start of a meeting. Sandberg wrote that Zuckerberg got managers to set a clear meeting goal at the start of the meeting. It always starts with the question “are we in the room to make a decision or to have a discussion?” The answer could be “by the end of this meeting, this decision needs to be made,” or “we’re here to discuss X.” This way, meetings won’t stretch on for too long because all attendees can stay focused on the goal and will know when they’ve accomplished it. A clear goal gives you a reason to meet. What do you hope to accomplish as a result and what actions do you expect from the meeting?

Mark Zuckerberg clearly knows the weak spots and understands that good preparation is key! This is exactly what we believe at GAIKU. Everything needs to be clear before the meeting starts if you want to be efficient. So, how could GAIKU help? How are Zuckerberg’s’ ideas implemented in our online meeting platform? GAIKU is your guide before, during and after a meeting. It helps you streamline your meeting flow to ensure efficiency and engagement. And if you want your meeting to be efficient, it all starts with good preparation, just like Zuckerberg says.

Before a meeting

GAIKU lets you create a meeting, set a goal and let people know what to prepare. Then you can add and share your agenda points and collaborate on the meeting agenda before the meeting starts. You can add the estimated time for every agenda point so GAIKU can be your timekeeper as well! A friendly reminder will let you know you have an upcoming meeting so you can start off your meeting on time and well prepared!

What else?

Although we agree that good preparation is hugely important, what happens during and after the meeting is important as well. That’s why GAIKU is here to make the whole meeting process, from beginning till end, more efficient.

During a meeting

During the meeting, you walk through the agenda and you can add notes, decisions and action points as you go. All actions will be saved and action points will be sent out to the responsible people. Virtual meetings will run smoothly through video, sharing documents and screen sharing.

After a meeting

After the meeting, the meeting notes and action points are sent out with one click, so all important notes will be saved and available for everyone. Also, all attendees can rate the meeting which will eventually help teams analyze and improve their meetings.

Conclusion

So, what do you need for your meeting to be successful? Good preparation, a smooth and engaging meeting where everyone keeps the goal in mind, and making sure at the end that everything is clear and people know what to do. Though a lot of strategies to halt bad meetings are easily actionable and endorsed by lots of big name CEOs, however, not everyone has adopted them. Many leaders still allow employees to wander into meetings without a clear idea of what’s going to be discussed or what exactly they need to accomplish in the meeting. Are you one of them?

Be a great leader, be like Mark Zuckerberg and make every meeting count. Now, all you and Zuckerberg need is GAIKU. Click here to see how GAIKU works. It’s free, so give it a try and improve your meetings!

 

Source: businessinsider.com