Meetings are part of the daily life in any company, regardless of the sector or type of professional activity. Some meetings are highly productive, but at times, others can leave you with a sense of unproductiveness or wasted time. No decisions are reached, there are so many participants that contributions are either too few or too many, or the meeting goes unnecessarily long.
Learning how to run meetings that are both productive and enjoyable is key to improving time management, making good decisions, and keeping the team motivated. There are reliable methods to achieve this, and at SC Trade Center, we’re sharing practical techniques and advice to help you hold meetings that are efficient, worthwhile, and more enjoyable whether you’re hosting them in your office, in an external meeting room, or in a hybrid format.
- Set a clear objective before starting
Every meeting should have a clear purpose: to inform, decide, discuss, or assign tasks. If the “why” isn’t clear from the outset, the meeting is unlikely to be effective. Including the agenda in the meeting invitation and specifying what each person needs to bring or prepare helps everyone arrive focused and ready.
- Invite only the people who are truly required
Numerous participants can result in a lack of focus, wasted time, and a limited contribution to the topics being discussed. Limit attendance to individuals who are indispensable to the subject. Others can be updated afterwards with a summary.
- Keep an eye on the time
Start on time and set a realistic time limit. Meetings that last 20 to 30 minutes are often much more effective than those that run for an hour. And if something can be resolved with a quick phone call or an email, even better.
- Create a comfortable and pleasant environment
The setting of a meeting has a direct impact on its quality. A clean, well-lit meeting room with good Wi-Fi, climate control and no background noise helps people stay focused and communicate more effectively. At SC Trade Center, we offer meeting rooms that can be booked by the day or the hour. They come fully equipped with everything you need, along with support from our team for any request or unexpected issue.
- Use visual or collaborative tools
Using a screen to share documents, a whiteboard, or apps like Miro or Notion can help ideas flow more easily and keep everyone on the same page.
- Assign tasks and send a summary
Every meeting should end with a clear action plan: who does what and by when. Sending a short summary by email to the team members who took part reinforces commitment and helps avoid misunderstandings.
- Don’t forget the human factor
A meeting can be formal, but still pleasant. Offering a cup of coffee, starting with a smile or taking a short break when needed can go a long way in creating a better atmosphere and better results.
- Take time to reflect afterwards
Every team is different. Take a few minutes once a month to review whether your meetings are working: are they too long, are they useful, are they productive, and is there anything that could be improved? If you’d like to hold your meetings in a professional yet welcoming environment, SC Trade Center offers meeting rooms by the hour or day in Sant Cugat and Rubí. Our spaces include all the necessary services, personalised support, and the ideal atmosphere for successful team meetings, client catch-ups, interviews or training sessions. You can book for just as long as you need, with total flexibility.
