Por Héctor Sánchez | Vicepresidente de Ventas para BroadSoft en Latinoamérica.
Sin importar el tipo de organización, las reuniones de trabajo son un importante elemento del día a día de las empresas a nivel mundial ya que tienen como objetivo, encontrar soluciones a los múltiples retos de las diversas áreas de operación. No obstante, ¿qué pasa cuando las reuniones no consiguen su objetivo y más que aprovechar el tiempo, se convierten en una distracción absoluta? Si sale mal, no solo supone una pérdida de tiempo, sino también de dinero y esfuerzo. La realidad es que resulta alto el número de reuniones improductivas que se llevan a cabo en las empresas, en promedio, un trabajador invierte alrededor de 31 horas en reuniones improductivas al mes, lo que se traduce en 37 millones de pesos (de salarios invertidos) en reuniones innecesarias.
¿Qué estrategias se pueden seguir que permitan el enfoque y eviten la pérdida de tiempo durante una reunión de trabajo?
Considerar solamente a las personas necesarias: Evitar invitar a reuniones a todos los miembros del equipo si no es realmente necesario. Solo deberían asistir aquellos que sean importantes a la hora de tomar una decisión y aporten valor. Si asisten todos, esto podría suponer una pérdida de tiempo para algunos y además la reunión podría alargarse más de lo necesario. Al final de la reunión, es recomendable notificar a través de una minuta y asignar tareas de cada persona involucrada y resumiendo lo más importante, a modo de recordatorio.
Enfocarse en temas concretos: Las reuniones eficaces y productivas se logran siendo conciso y claro. Seguir una agenda y establecer los objetivos específicos para quienes asistan a la reunión es primordial. Si durante la reunión surgen temas interesantes, no los obvie. Anote los detalles en algún documento que se pueda compartir y posteriormente asegúrese de mantener el documento actualizado conforme avanza la reunión. BroadSoft Hub proporciona acceso en tiempo real a los archivos, notas y contenido relevante para cada interacción – haciendo que las reuniones y conversaciones sean más productivas.
Mantener la “conexión” del equipo: Cualquier reunión virtual está expuesta a distractores, es decir, las personas suelen realizar múltiples tareas al estar frente a una computadora, sin poner toda su atención en la reunión. Es importante mantener a todos los elementos de un equipo involucrados y atentos realizando una reunión en vivo a través de videoconferencia y pantalla compartida. Si bien las reuniones físicas no se pueden reemplazar en su totalidad, la tecnología nos permite no sólo escuchar, sino también habilitar video para todos los participantes de una reunión, independientemente de la ubicación física.
Finalizar con un recuento de las acciones: Como resultado de cualquier reunión se deben estructurar los pasos a seguir y las acciones concretas que se llevarán a cabo posteriormente. No hay que confiar plenamente en la memoria de los asistentes. Asignar actividades específicas calendarizadas para cada integrante del equipo mediante un documento al que todos los asistentes tengan acceso en el momento que lo necesiten es primordial.
En conclusión, una cantidad excesiva de reuniones podría afectar la productividad de cualquier trabajador, hay que aprender a planificarlas, realizarlas de la mejor manera y únicamente cuando sea necesario. Team-One de BroadSoft empodera la colaboración a través de espacios de trabajo para equipos. Está totalmente integrado con aplicaciones empresariales clave. La aplicación coloca todas las tareas, archivos, mensajes y notas que un usuario de negocios necesita en un solo lugar, integrando funcionalidades como videoconferencia, llamada en un clic y pantalla compartida.
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Por Héctor Sánchez | Vicepresidente de Ventas para BroadSoft en Latinoamérica.