Estimated reading time: 12 minutes
Table of contents
- What are the rules for conducting a successful business meeting?
- Give Out A Plan For The Meeting So That People Knows What Is About To Happen
- Try To Get To The Point Quickly And Effectively
- Don’t Rely on Microsoft Office Tools Too Much
- Summarize the Content of Your Business Meetings (Use the Power of Voice to Text Tools!)
- Conduct a Meeting With a Limited Number of People
- Make the Meeting Interactive
- Check on the Participants After the Meeting
- Mind What You’re Wearing
- Don’t Look Anywhere Besides the Camera/Screen too Much
- Watch What is in Your Background
- Take Meeting Notes Without Time and Effort
- Jot Down What is Talked About in Phone Calls
- Use Voice to Text when Brainstorming
We all have the same acute problem – strict and sometimes rigid work hours. We have to follow company norms and steer clear of pushing boundaries or cutting corners. This results in massively time-consuming work at home since we do not get that much free time. Therefore, let’s take a deep dive into how advanced technology usage, more specifically voice-to-text tools, can help boost productivity while you’re on home desk mode.
For many who are about to hit the ground running in this season of increased demands, we want to offer you some guidance. Use your leverage and advance personal productivity for the sake of success.
Technology and software nowadays have plenty of features that can assist in balancing work and life. There are tools that let you record and store meetings by turning your recorded voice files into text. By this, you can use the time in meeting for greater investments like facilitation, discussion, and bargaining.
Here are some strategies that can solve our problems.
First let’s focus on the general tips for a meeting
What are the rules for conducting a successful business meeting?
Give Out A Plan For The Meeting So That People Knows What Is About To Happen
A well-organized meeting can lead to a better outcome than one that is poorly organized. A clear overview of all the events and topics ahead, including what will happen and when. Not to mention an awareness of time frames ensures that everyone is on track for achieving the meeting goals.
The importance of a clear table of contents and schema can not be overpraised. Before we go into the meeting, everyone in the room should know how your meeting is going to be structured. Also, what you are going to present, what you are expecting out of it, and any restrictions that will be imposed during the meeting.
A good table of contents would cover 4 aspects: aims and objectives, content, timeframe, and personnel.
Try To Get To The Point Quickly And Effectively
Focus on what matters most. A persuasive speech can be delivered concisely and powerfully in minutes.
As a manager, one of your responsibilities is to speak at meetings, introduce new projects or businesses that you are working on, or engage in discussions with co-workers. Create an introduction that is creative but also limited to the scope of how to limit speeches in meetings.
From all I heard and seen, limiting a speech readies you for better engagement with your audience. There is an information overload where everything gets written down and people lose track of the core message quickly this way. Moreover, limiting speeches helps save time and allocates scarce resources more efficiently too!
Don’t Rely on Microsoft Office Tools Too Much
Do not inundate your audience with information through PowerPoint slides by including too many key points. This staggers the conversation and renders it difficult for the audience to retain or comprehend information, instead, include the right amount of data on the slides and engage them with animations
In business meetings where there is to be a lot of documentation on a given topic, PowerPoint presentations get more important and necessary. There is a thin line between making people interested and informing them which is what the line should be according to an infographic. If you want to make sure your message gets across clear, keep it short and engaging but never overload it with data.
It’s easy for our audiences to get distracted by the pictures or even the large chunks of text. So it is up to us as presenters to ensure that we are guiding them through what they need to know and not simply leaving them at a fork in the road.
Summarize the Content of Your Business Meetings (Use the Power of Voice to Text Tools!)
You need to record the content of the meeting quickly if you’re on a tight deadline. But how do you do this? One solution is by asking someone to note-take for you and other team members to share their notes. Or you can just record the meeting and transcribe it later.
The first one means that each member of a team has to take responsibility for note-taking, then it’s up to him or her to make sure that they also fulfill the rest of their tasks with no fail. This can be difficult if all team members are not responsible being when they attend meetings. You can demand that they share their notes involuntarily to balance it out, but then there is always a risk that this will open a sore subject among the attendees down the line
Voice-to-text tools have become popular in offices. No more accuracy worries and instant editing on the voice-to-text tool. The benefits of these transcription tools far outweigh their one major downside, audio quality.
Nevertheless, technology for voice to text expands every day with new software and newer techniques to transcribe soft-spoken phrases. With these voice-to-text tools, it is possible to create meeting summaries in less time.
Tools like Otter.ai and Transkriptor are efficient for converting voice to text or just being able to take the audio of your idea and turn it into text.
Conduct a Meeting With a Limited Number of People
Over time, scientists have been researching the effects of groupthink and meeting size. What they found was that if over 20 people are involved in a meeting, individual performances will go down by 10%.
A disruptive research scientist from the University of Iowa did a study to examine the effect of jury sizes and their deliberations on verdicts. He discovered that as more jurors were considered for an opinion, it would start exhibiting more weaknesses in its reasoning.
So why does this matter? Meetings that involve long-scheduled lists end up costing businesses an enormous amount of time and money with only a few people present who are reviewing those scheduled items. In order to keep the group sharpest and most impactful, you should involve a small number of people in your meetings.
Make the Meeting Interactive
Meetings that include people will be better than those where it is only the business owners making decisions. Meetings that involve collaboration and open discussion are better so that everyone feels as if they are being heard, as well as allowing them to add details of their own. When a meeting becomes involved this way, there is little chance of miscommunication happening in the long run.
We all know how meetings can be – sometimes they just drag on, often the person in the front of them has too much power and others don’t feel as though they have a voice or the sensation that the meeting will involve them at all.
Meetings should also be more of a team-building exercise. There are ways that meetings can lack any momentum. It means that there will be a lack of engagement across the company employees. One method is to engage employees in meetings is to have them vote anonymously on various topics and questions. Or you can make them rush to ask questions that they have about the topic being discussed at the meeting(s) under discussion.
Check on the Participants After the Meeting
It’s important to send a follow-up message that thanks participants for their attendance at your meetings and shares meeting notes so they are on the same page as you with their next steps.
But do not just send participants a thank-you message, share more details on what the next steps are in the process during a follow-up meeting.
As facilitators of the meeting, please ensure that all participants feel included and know what is required of them. To make sure everyone is in sync and feeling hopeful about the project/task coming up, it is a great idea to share action points/project due dates/reminders during that last meeting. It also goes on to say that you should ensure everyone is clear with the different moving parts. Such as deadlines and leaders of the team at every stage of brainstorming or session. Listen closely so as not to neglect anyone, especially those who may not be vocal at the discussion table.
We have talked about the rules you should adhere to when presenting/conducting a speech. But sometimes you may be on the receiving end of the meetings. Furthermore, the popularity of online meetings has risen tremendously since the pandemic. So everyone should learn how to behave in one. And that’s the question that we will try to answer next: How should you act in online meetings?
1. Mind What You’re Wearing
2. Don’t Look Anywhere Besides the Camera/Screen too Much
3. Watch What is in Your Background
Mind What You’re Wearing
When dressing for an online meeting, business professionals should always keep in mind how their image will be seen by those that are attending and on the other end of the webcam. Particular types of clothing have different meanings behind them. Make sure it is easy to differentiate between your work life and your personal life. Or else, you can lose credibility in the business world.
Don’t Look Anywhere Besides the Camera/Screen too Much
One main thing that makes conference calls and other types of online meetings so much better is eye contact. And while the speaker or someone else might be honest enough to mention it, never assume anything. If you are attending an online meeting video, always look at the camera.
Placing physical boundaries is not the solution to interruptions. People can look at their screens and still be distracted. One way to avoid this is by leveraging video technology more effectively. Such as looking the CEO or panelists in the eye when they speak. This will help us listen better while showing them respect by not being diverted by anything in the background.
Watch What is in Your Background
When giving a presentation to your employees, it is essential that the background looks natural and professional. This ensures that the focus of their attention will be on you and it will only concern them.
Techniques: Turn off all other light sources so that your backdrop would have its own power source- the wall. The wall should not be too messy or cluttered. Because distracting others during the meeting will put unnecessary stress on everyone else.
We have recently talked about how it would be beneficial to have meeting notes ready after the meeting. But which way you should go to acquire them? You are not thinking about writing the entire meeting down, are you? You should never do things like that when there is voice-to-text conversion technology! Let’s see the things you can do with this technology
1. Take Meeting Notes Without Time and Effort
2. Jot Down What is Talked About in Phone Calls
3. Use Voice to Text when Brainstorming
Take Meeting Notes Without Time and Effort
If you are like many professionals out there and you find yourself running from meeting to meeting in a day, your job can be made easier with just hours of preparation each week.
Voice-to-text software not only helps track the progress of projects and stay on top of work. It can also have the outsized effect of facilitating relationships by making them more transparent. Additionally, going through text messages rather than speaking is not only easier on the listener’s sanity, but also keeps every detail of your conversations available to review even long after they’re overheard.
Technology is nothing new in offices. It’s rarely introduced with a promise that humans will never have to get their hands dirty again. Voice-to-text tools are tools that make us more efficient professionals and help boost our productivity levels.
One of the most popular forms of this technological advancement is transcription. Meeting memos, presentations and conversations can be converted automatically. And it does that with impeccable accuracy as well. The use of voice-to-text tools has benefited a lot of professionals in several ways. Now they don’t have to make notes right after a meeting is over. They simply record it in a digital format since it will be transcribed accurately.
Jot Down What is Talked About in Phone Calls
Most people make or answer numerous phone calls every day. These conversations often include professional and personal conversations, both potentially very important. While rude to not pay attention at the moment or multitask for too long, it can be difficult to remember everything and take good notes simultaneously.
That’s why there’s voice-to-text software available – this technology allows the software to transcribe what you have recorded. The transcripts are then automatically archived and searchable. Which is especially useful for big projects. Many people find it attractive because this solution is simple, inexpensive, and highly effective.
Use Voice to Text when Brainstorming
One of the downsides of brainstorming with your hands is that it’s usually slow to write down your thoughts. Many people can’t write things down quickly enough and get frustrated and give up. The point of coming up with ideas is to get them out there and write down
When coming up with new ideas, it is important to have a tool that you can speak into.
Many writers don’t fully take advantage of technology’s advances by brainstorming in silence and turning their voices to text. Don’t suffer from writer’s block by your own rules. Instead, use voice memos to dictate a bit smoother way to record everything that you say. Voice recordings are easier for people who cannot frenetically type on a keyboard or mouse. Because it allows them to speak and pause as needed.