Communication is a vital cornerstone of any business meeting. As the CEO or team manager, you have to use the best skills to keep your employees motivated towards achieving personal and professional goals. To succeed at this job, you'll have to possess the right communicating skills so that your meetings are smooth, effective, and pleasant for everyone.
Unfortunately, a considerable number of people don't know how to communicate effectively while holding meetings. Ineffective meetings can make you and your employees feel misunderstood, unacknowledged, discouraged, and frustrated. Strong communication will make you feel heard and understood, which leads to positive company culture and a successful business. Therefore, understanding how to run effective meetings is an important part of business gatherings. Continue reading as we outline some vital communication ideas to implement in your meetings.
Pay Attention to Your Body Language
When holding a meeting, communicating to your audience involves more than just the usual speech or written mode of communication. Body language also plays a significant part in the way we communicate with other people. Research shows that 55% of your communication is through body language. As a result, you need to pay close attention to your body language. Note that your audience is always keen on your body language, and they make snap judgments based on them. Therefore, before any meeting, think about how you will stand and sit. Adopt a good posture, maintain eye contact with many people in the meeting, and avoid cross body language.
Keep Unnecessary Distractions to a Minimum
Keeping distractions to a bare minimum is essential in improving the quality of your communications in meetings. Try to keep the room soundproofed or choose a location that is far away from background noise and eliminate any possible distractions such as mobile phones. In fact, one study found that up to 80% of employees know that mobile phones can be a significant distraction in meetings. However, approximately 50% of workers still use these gadgets anyway. Before starting any meeting, politely remind your audience to keep their electronic devices like laptops and phones away. This ensures that they pay attention to the messages you convey. If it's necessary to use any devices, restrict them to only those who need them.
Enhance Communication With the Best Technology
You can take advantage of technology to help you organize your thoughts and say the right things. This is primarily applicable in instances where the meeting involves participants in different locations under varying time zones. You will need a software or intelligent device that supports hybrid and remote meetings. Look for a device that provides multimedia and other visual details for clearer communication and incorporates solutions such as Zoom to communicate with remote participants more effectively.
Ask Questions to Bring Others into the Conversation
Although it might not always be possible to involve questions in a meeting, bringing your attendees into the discussion works better than listening to long speeches. However, note that some of your audience may be reluctant to volunteer or answer your questions. You can try asking intelligent questions to push them into offering specific ideas. You can ask random questions aimed at particular individuals or groups, allowing your audience to volunteer in giving answers. This keeps people engaged, and it ensures that everyone understands your message.
Good communication is crucial in ensuring that you have an effective meeting. By implementing the above ideas, you will have productive meetings that deliver the intended objective. The key thing is to pay attention to your body language and also bring attendees into the discussion.
Building a positive workplace culture results in happier employees, which in turn, increases your production rates. Basically, a happy workplace is good for everyone. The question is, how can you create a positive, supporting workplace culture quickly. Check out these tips to get started!
Design an Open Floor Plan
Having a large, open floor plan lets your employees communicate with each other easily. This creates stronger team bonds and work friendships — and that alone can make your employees happy. While work shouldn't be all about socializing, it is an important part of making your employees happy, and happier employees get more work done.
Look for New Hires That Fit In
To create a positive work culture, your employees need to get along. So it's important for hiring managers to look for qualities in job applicants that would help them fit in at your company. For example, if most of your employees are the more casual, chatty type, you don't want to hire someone who seems tightly wound. If you did, he or she would have a hard time working with and building relationships with your current employees. It might take you a bit longer to find someone to fill a job that will be a good fit, but finding someone who "gets" your company's culture is worth the wait.
You might tell your employees that you have an open-door policy, but do you really make them feel comfortable approaching you? Take a few minutes each day to interact with your employees. Listen to their ideas, and help them solve problems they're having. When you show genuine interest in your employees, they know that you care about them and appreciate the work they do — and they'll be a lot more comfortable entering your office to have a chat when needed. Also, say "hi" to people you pass in the hallways and smile frequently — it's important for the boss to lead the way and small gestures like this show your employees that you're happy and they should be too.
Have Some Fun
Don't be afraid to let loose once in awhile. It's good to have some fun with your employees. It shows them that you're just a regular person, not someone who's powerful and scary. Host company-wide events such as a family picnic or an office holiday party. You can also host team-building events for each team. Simply choose fun activities that require team members to work together such as a trip to the nearest escape room facility.