Many organizations have high inefficiency simply due to employees not knowing what their colleagues are working on. Someone might hold valuable information for another, but not being inaugurated to each other’s tasks and assignments makes it impossible to reach out and offer assistance in these cases.
A solution to that can be to host smaller information meetings - or briefing meetings - to give each other updates. It can be just one or two persons from each department, or the managers from all departments, and then it's the leaders' responsibility to pass the information on to the departments.
Transparency like this can lead to higher motivation amongst employees because they'll know where to find help when stuck or who to ask for second opinions or a nuanced glance at their work. Or basically just who to ask for certain information. When the process is eased, motivation is increased.
Transparency in wins and completed tasks is important as well.
Lack of transparency can lead to some employees going to work with a feeling of failure while the department across the hall keeps celebrating something with flying champagne corks. And these imbalances can be remedied by a few simple tweaks at those weekly meetings most organizations already have.
More transparency is a great start for better motivation, but it's not enough. In order to achieve even higher motivation, let every meeting attendee highlight the things that work well by saying them out loud.
Or perhaps the chiropractor finally managed to properly crack someone’s aching back, or maybe someone’s child graduated with high grades. The point is to let the good vibe spread and accumulate as the positive energy extends throughout the organization through meetings.
Remember to keep the meetings dynamic - maybe by dividing into smaller groups or changing up the groups from one meeting to the next.
Status meetings can motivate
Status meetings run the risk of draining all energy from employees if not addressed properly. If you manage to find the right way of facilitating such status meetings, it'll increase your employees' motivation and efficiency significantly.
It is a matter of forgetting the old format of step-by-step evaluation of everything. Instead, the meeting facilitator must focus on the legendary 'square one' you're currently on. Know where you are, and then figure out how to move forward in order to improve the quality of work and the actual work process.
Have each meeting attendee give a short recap of their projects and tasks and ask them to suggest ways to correct derailments and how they plan to continue what's going well.
This method will change the meeting culture because it allows the employees to highlight various successes and goals achieved. On top of that, it's an open forum for asking for assistance in case some assignment is proving difficult.
It also gives the one in charge an opportunity to keep track and react upon small issues before they become big problems that might otherwise lead to dissatisfied customers and unmotivated employees.
Always be the leader
Giving employees a voice at a meeting is paramount, but it is just as important for the meeting facilitator to step up and take charge. Begin the meeting on time, stay on schedule, and finish up on time as well. This includes a responsibility for keeping attendants from digressing, from elaborating needlessly, and for making everyone stay specific.
Efficient meetings will inevitably lead to higher motivation to go to the meeting, which then will lead to better and more efficient meetings.
Motivated employees are very important for a successful company. There are many ways to motivate employees, and it varies from person to person how they're motivated. However, you can always use meetings to motivate in one way or another.
Use meetings to...
... improve transparency in the company
... highlight wins
... make status checks motivational
... achieve higher motivation by improving the role of the facilitator
FirstAgenda is a meeting software that helps you optimize every step of your meeting.