Making meetings efficient: 7 tips for better meetings

Making meetings efficient means using technology sensibly to save time – for more productivity instead of endless interruptions. Meetings are part of everyday life in companies. However, there is often a lack of structure, technology or clear processes. In this article, we show how meetings can be improved through clear processes and technical equipment.

 

ComPeri specializes in conference room technology, presentation technology, ;presentation technology and media control. We offercomprehensive services – from planning üover installation to maintenance and repair. Our aim is to provide tailor-made solutions for a wide variety of rooms and requirements, whether conference room, seminar room or hybrid setup. We would be happy to advise you on the technical equipment for your meeting room. Contact us now for a individual consultation!

- Making meetings efficient: 7 tips for better meetings
1. with structure: making meetings more efficient

Many meetings fail before the first word has even been spoken. First of all, a clear objective should be defined in advance. Then you should outline a structured process, from which the agenda emerges – this creates orientation.


Clarify in advance:

 

  • What is to be achieved?
  • Which topics are on the agenda and which are not?


The agenda should be compact and ideally communicated to the participants in advance. This allows everyone to prepare. Planning the meeting in this way lays the first foundation stone for a focused, goal-oriented meeting.

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2. consciously select the group of participants

Not every meeting has to be aimed at everyone. A smaller but focused group of participants ensures smoother processes, as the risk of digressions or repetitions is minimized. Ideally, all participants already know what their role in the meeting is - for example, moderation or minutes. It is important to involve all participants as actively as possible, whether in person or remotely.

3. improve time management

Time is gold – even in meetings. It quickly becomes the biggest bottleneck. Time management offers great optimization potential for many meetings. Without a clear framework, important agenda items quickly get lost in secondary topics and tangible results fail to materialize.

 

A clear time window allows the process to be managed more efficiently:

  • Define binding start and end
  • Set a realistic time limit for each agenda item
  • Appoint a time keeper to keep an eye on the time frame

 

Tip: With presentation software, you can have time constraints signaled visually or acoustically. This keeps the meeting flowing.

4. use appropriate technology in the meeting

Good planning is of little use if the right technical infrastructure is missing. Professional conference systems, convenient set-up, simple operation and stable connections are the basis for trouble-free meetings, whether internal or external. Professional equipment is particularly worthwhile for regularly used rooms. Our conference technology includes various solutions to ensure that your messages are actually received by the participants.

 

BYOD (Bring Your Own Device solutions)

Bring Your Own Device (BYOD) enables users to connect their own devices such as smartphones or laptops to the presentation devices. This creates more convenient and faster ways to use systems in conference rooms. Discover various BYOD systems from ComPeri.

 

Projectors and beamers

With projectors and beamers such as LCD, laserhigh-performance projectors and LED beamers, you will receive razor-sharp images. No matter what room size, number of participants, intended use or technical infrastructure - we have the ideal solution for your company to visualize information.

 

Video conferencing systems

Video conferencing systems combine the best video quality with excellent audio quality. The systems such as displays, cameras and microphones are not only aimed at large companies. Schools, universities, agencies or small companies can also benefit from our video conferencing technology.

5. visualize information effectively

Information should be clearly visible and comprehensibly visualized in order to minimize questions. Projectors in combination with presentation software are suitable for a collaborative way of working or alternatively whiteboards.

 

Through screen sharing and live commentary functions, remote participants can also actively participate in the meeting, which increases overall participation.

6. strategic room management for more efficient meeting planning

Are rooms accidentally booked twice or nobody knows where the meeting is to take place? Digital door signs and booking systems help to bring clarity and structure to room planning. This saves time, prevents booking problems and gives participants security.

 

ComPeri offers digital room booking systems that can also be used as digital door signs. This reduces internal conflicts and double bookings.

7. follow-up through careful documentation

A good meeting doesn't just end with a clear result. The follow-up is just as important as the meeting itself – it creates an overview and transparency.

 

An effective meeting should end with a clear summary:

 

  • What decisions were made?
  • Who will take on which tasks and by when?
  • Are there any follow-up dates?

 

Only if the points discussed are documented and next steps are recorded will progress be made.

 

Organize meetings efficiently with ComPeri

Efficient meetings need more than an agenda – they need the right technology, clear processes and a reliable partner. ComPeri supports you in making your meetings more productive – through smart conference technology, well thought-out room planning and reliable service.

 

Would you like to modernize your meeting rooms or set up a new conference room? Then arrange a consultation appointment with ComPeri. We will inform you individually, find the right solution and ensure that your meetings run as efficiently and effectively as possible.

 

 

Get in touch now!