Ad-hoc Meeting

What is Ad-hoc

Ad-hoc meetings, or impromptu meetings, are one-off, spontaneous gatherings that don’t occur on a planned or regularly scheduled basis. They are usually held for important and specific topics that need quick attention—whether to brainstorm ideas, make an urgent announcement, or discuss last-minute changes to a project.

Ad-hoc meetings are common in the workplace. Yet considering its “unplanned” characteristic, such meetings can be challenging if office spaces aren’t open, or there are no ready tools for hybrid/virtual meetings. Having the ability to spot available meeting spaces and equipment at a moment’s notice will make having those meetings easier.

5 Tips for Productive
Ad-hoc Meetings

Unplanned meetings can be great to bounce ideas off your team and gain important insight on urgent matters, but they become frustrating if they go overtime or get off track halfway. Here are some tips to make your ad-hoc meetings productive.

Set a goal: all meetings start with a purpose. The key is to keep your meeting objective clear to all attendees and transform it into actionable agenda. Even just a brief outline will help you stay on track and focus on the main takeaways.

Stick to an agreed time limit: ad-hoc meetings often come with disrupted schedules. And attendees usually have other tasks that are time-bound. It’s helpful to set a timeframe to get everyone up to speed and encourage the best result within a limited time. It’s also wise to leave the unsolved yet less-urgent topics to asynchronous communication.

Be flexible: Ad-hoc meetings should be able to take place in just about any workspace. If you can’t secure a conference room or huddle spaces for the meeting, try a quiet corner of the office where you can gather. Or just make it a virtual online meeting if necessary.

Stay focused: there should be a leader to guide the meeting in the direction you want it to go. It’s also necessary to step in to ask the “ramblers” for their contribution and keep everyone engaged.

Create follow-ups: it’s always good practice to send an email summary of what was discussed and make a to-do list (or assign clear deliverables to attendees) to keep everyone up-to-date.

Key Tools to Make
Ad-hoc Meeting
a Success

You don’t always have time to prepare. Having the right tools in place will make your ad-hoc meetings as streamlined and efficient as possible. To point you in the right direction, here are a few things to think about:

Meeting Room Booking System
You can quickly find a spot for your ad-hoc meeting without stepping on anyone else’s plans. A Meeting Room Booking System outfits you with the ability to check the real-time office room availability, upcoming schedules, room facility, and more from an online calendar view, and make a room reservation at a moment’s notice. Better yet, it also helps with the attendee notification with meeting agenda reminders via email.

Room Display
Room displays are digital signage mounted outside a meeting room. They usually incorporate the on-spot room booking features together with a status LED, allowing you to identify the current room availability even from distance. This is especially helpful for ad-hoc meetings, as it avoids hanging around and reduces the risk of entering rooms that are already occupied.

Video Conferencing Tool
For remote or hybrid teams, a web-based video conferencing tool ensures the fastest startup. A better one comes with easy in-meeting screen sharing and team chat to drive quick collaboration. You can use Yeastar PBX-integrated video conferencing for your ad hoc meetings and turn chaotic moments into productive work sessions. This integration is perfect for impromptu meetings because no additional equipment is required. Meetings are only clicking away on your web browser.

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