Power Up Your Meeting Productivity: 7 Steps to Success

Power Up Your Meeting Productivity.
7 Steps to Success
www.ringcentral.com

Let’s face it: not every meeting is super
productive.
©2012 RingCentral, Inc. All rights reserved. RingCentral Confidential

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We all know it’s no fun to sit through a lot of chatter
and feel that you’re not getting things done.


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But it doesn’t have to be that way!


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With a few quick tips and tricks, your business can
drastically streamline meetings and make them
much more dynamic.


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Here are seven simple strategies that any
company can adapt to power up productivity.
• Try them out with RingCentral Meetings – now available to all US
Office Enterprise customers.


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1. Determine if you really need a meeting.


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The #1 question that you need to ask before scheduling
a meeting is, do we really need one at all?
• This is actually a quantifiable
workplace problem.
• According to U.S. Bureau of
Labor Statistics figures,
unnecessary meetings are
costing U.S. businesses as
much as $37 billion each year.
• Evaluate if email or other
means of communication can
solve your problem without
having to resort to a meeting.

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2. Set the ground rules from the start.


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Stick to the schedule and make action items clear.
• There’s been countless
times where we’ve come to
a meeting where attendees
didn’t know why they were
convening.
• When scheduling a meeting,
develop a clear agenda,
share background
information in advance,
have each person
introduce their role.

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3. Admit you’re not good at multi-tasking.


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• Nothing can kill productivity
and creativity more than
employees trying to multi-task.
• 9 times out of 10, that
employee with his laptop open
“taking notes” is also
simultaneously checking
email, answering instant
messages or surfing the web.
• Research has shown that
multitasking can lower
productivity as much as 40%
and reduce your IQ 10 points –
so stay focused on one thing
at a time.

Not effective multitasking.


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4. Make eye contact.


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Ever been in a room where everyone’s eyes are
glued to their computers?
• Sometimes we forget how
powerful face-to-face
communication and body cues
can be.
• Make an effort to maintain eye
contact.
• This is actually a perk of
videoconferencing: It’s easy to
look directly at others when
their faces fill your computer or
smartphone screen.

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5. Adopt the “the vital few” rule.


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• Here at RingCentral, we
stick to a rule we call “The
Vital Few”: each meeting
should cover no more than
five key agenda items.
• Any more than that, and
you need a different
meeting.

• Staying focused is
essential for leading
productive meetings and
wasting less time.

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6. Engage attendees.


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• Make it a point to use 3 or
4 images in the meeting
to tell the story or help
explain a complex
problem.
• Shake things up by
inviting guest speakers to
present.
• It’s a great way to infuse
new thinking and
perspective into the group.
• Just make sure
presentations are on topic.

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7. Turn meetings into results.


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• Did someone take notes?
• The end of the meeting is
too late to ask that
question.

• Make sure from the outset
that there is someone
responsible for capturing
what is discussed.
• At the end, make sure
everyone is clear on
action items, there are no
outstanding questions,
and that deadlines are
assigned.

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Following these steps, we’ve been able to
increase productivity and cut back on “meeting
mania”!


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For Additional Information
Learn more about RingCentral, the #1 cloud-based
business phone system, at:

www.ringcentral.com
And check out our business blog at:

www.blog.ringcentral.com


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Power Up Your Meeting Productivity: 7 Steps to Success

Power Up Your Meeting Productivity: 7 Steps to Success

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Power Up Your Meeting Productivity: 7 Steps to Success