Are you getting the most out of your business meetings? Do you feel they are productive? Do you find yourself sitting in a meeting thinking you could be spending your time more productively?

The following are Touch Pointe’s Top 10 ways to get the most out of meetings!

1. Is this meeting necessary? – How many times have you sat in a meeting and asked yourself why are we meeting? Before scheduling a meeting asks yourself what is the purpose for your meeting?

"I am always amazed when I look around the room and estimate the ‘cost’ to have this meeting. Do the math! What is the salary as a collective group hourly?" shared Michael Kidd, CFO Travel Corp USA.

If the purpose is clear – communicate the goal and objectives of the meeting to the rest of the team.

2. Written Agenda – Prior to the meeting, pass out written agendas. Let the participants know in advance what is to be discussed so everyone has an opportunity to be prepared before they come to the meeting. Make a note in bold if someone is responsible for bringing something to the meeting.

3. Time-Keeper – Designate someone as the timekeeper; this person will also be responsible for keeping the meeting on track.

Choose to have the meeting at the most productive part of the day which is typically first thing in the morning. At the end of the day people are less likely to retain information presented.

4. Conference calls – Instead of in-person meetings, opt for conference calls whenever possible. With all the new technology, including web video conferencing, you don’t need to be in the same room to meet with the group in person.

Pete Schouweiler, Founding Partner of TouchPointe, says, "Think of the savings in time and money when travel is not involved, especially with tools such as www.gotomeeting.com is available where all participants can view the same document.

5. Notes – Make one person responsible for taking notes and distribute within 48 hours after the meeting. Make sure action items are noted in bold.

6. Mute – At the beginning of a meeting, especially a conference call, request that everyone turn their phone on mute as well as put their cell phones on vibrate.

7. Question and Answer period at the end of the meeting – Let people know it is coming so they will save all their questions until then.

Often, their questions will all have answered during the meeting. If anyone has a very specific question ask to speak to them one-on-one after the meeting.

8. Recap – At the end of the meeting, take time for a quick recap of what was discussed and who is responsible for doing what. "… it is much easier to do this when everyone is together and will save countless hours," says Tim McGettigan, Region Director, South Pyramid Breweries Inc., who is responsible for running national meetings.

9. Is your attendance necessary? – Send a representative in your place and have him or her report back to you. If that is not an option, ask if the meeting can be recorded so you can listen to it as you work or commute.

10. Start and End on time – Most of the time we wait until about 10-15 minutes after the hour when everyone eventually shows up, and then we start the meeting. Don’t punish the people who arrived on time.

If you constantly start your meetings late and end late those attending will come to expect it and plan accordingly. Stick with the program!