How to Conduct an Effective Last-Minute Meeting

Not all business owners are capable of running a productive meeting, much less a last-minute one. Last-minute sessions are unavoidable, especially when today is the only concurrent time that all team members have free time. Most last-minute meetings are inefficient due to lack of preparation. So, how to make sure that last-minute meetings are efficient as pre-planned and scheduled ones?  

Below are the five ways on how to hold a successful last-minute meeting.

1. Limit Interruptions

Choose a closed-off space or a conference room for limited outside distractions. Last-minute arrangements tend to be ineffective when people are not in the right mindset and mood for them. Reducing distractions will helps them focus. Having the DeskFlex conference scheduling system in an organization, the meeting organizer can quickly book a conference room with just a few clicks away from their smartphones. 

2. Keep the mood alive

A stand-up meeting can be a great option to make a last-minute meeting efficient. These discussions are shorter by nature than typical meetings and keep attendees engaged by requiring them to stand. The meeting host can try having attendees do light exercises or a jumping jack to help make sure their blood is flowing, which improves engagement.

3.Restrict the use of technology

Last-minute sessions should not need long presentations, graphs, or charts; thus, they can limit technology use in their meeting. Setting up projectors is time-consuming, and attendees can be distracted. Using fewer gadgets in sessions encourages a simple human-to-human interaction leading to quicker discussions. Using the DeskFlex conference scheduling system, the meeting organizer can book a conference room and resources like a laptop, microphone, etc. based on their need. 

4.Keep the meeting short and simple

Finish and end the last-minute meeting as soon as possible. Last-minute sessions should be brief since there's no plenty of time preparing. It is also inefficient to hold an extended meeting without a plan and schedule. If the meeting organizer can't achieve his goals for the session quickly, he should plan a more extended scheduled meeting in the future. With the feature-rich conference reservation system, organizations can ease up their meeting sessions. It helps them avoid stress leading to a more productive last-minute meeting.

5.Invite Less People

When planning on having a last-minute meeting, inviting fewer attendees is a practical thing to do. Since the session is unplanned ahead of time, not all team members can change their daily schedules to attend if their presence is not needed. Additionally, a sudden change of plan may affect the productivity of team members and the whole team. Alternatively, the meeting organizer can send out meeting minutes of the meeting summary. Having a DeskFlex conference reservation system, users can send emails to attendees about the meeting details. The DeskFlex conference scheduling system is a fully cloud-based software with an automated emailing system that helps users ease their communication inside their organization.

A Productive Last-Minute Meeting Is Still Viable

Just because a last-minute meeting hasn't been on the calendar doesn't mean it has to be any less productive than any other conference. Business owners can run a productive session by knowing how to keep it on time, controlled, and track their session will end with action and results. Business owners should consider having a conference reservation system in their organizations. This powerful conference scheduling system ensures the integrity of room schedules and makes booking easier for team members. They can also use it in any device anytime and anywhere. 

About This Author

james moser Joined: February 17th, 2020