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Simple ways to stay in the charity communications loop without getting stressed

Despite the bad press they receive, meetings are an essential part of the working day. After all, where else would you get the chance to check the state of your fingernails while developing your all-important doodling skills?

For the person that books them, meetings look like a great idea. We’re so used to communicating over the phone or by email that getting together face-to-face seems essential. But 10 minutes in, when rival departments are arguing over the office milk supply and your manager is raking over the coals of some long forgotten procedural dispute, hope all too often starts to drain away.

It doesn’t have to be like that. Meetings can be constructive, engaging and (whisper it) inspiring – it’s just a case of convincing your organisation to change the rules. Be part of the solution by getting to grips with the meeting guidelines below. We promise your charity communications will be a lot better as a result.

Challenge the system

Just because your organisation has always had a team meeting last thing on a Thursday doesn’t mean it has to be set in stone. Varying the length, timing and agenda of the meeting helps keep everyone fresh and focused. Standard meeting rooms can kill creativity, so why not switch to the canteen, a local coffee shop, or just huddle around a desk?

Time them right

Meetings that ramble on too long lower everyone’s productivity – so choose a time limit of between twenty minutes to an hour, and stick to it. Putting an egg timer, or even a stop watch on the desk helps keep everyone on track. Try and schedule meetings in the morning. People are naturally more switched on after their first coffee than an hour before going home.

Set an agenda

If everybody knows in advance what is up for discussion they can make their contributions valuable and to the point. Distribute an agenda at least three days before the meeting and invite people to add their own thoughts to the written document. This way they’ll be no surprises on the day and attendees will feel more involved in the process.

Do you really need a meeting?

When different people are working on the same project it’s important to regularly communicate how things are going. But do you really need to book a meeting room and set an official agenda to do so? Often a quick informal catch-up over a coffee is all staff need to share new information and solve any problems.

Contact us

If your communications are in need of an overhaul then we’re here to help. ngo.media can offer you help with every aspect of your communications, from processes to writing internal communications that really count.

For more information please call 020 7426 8875 or drop us an email at info@ngomedia.org.uk