Let’s talk about one of the essential (yet often dreaded) aspects of our work lives: meetings. I’ve seen my fair share of meetings that could have been emails and gatherings that left everyone feeling drained and confused. And as a leadership coach, it’s a common frustration for my clients. But fear not! With a few simple tweaks, we can transform our meetings into productive, time efficient, and dare I say, meaningful experiences.
1. Have a Clear Agenda
I know, I know, this one seems like common sense, but you’d be surprised at how many meetings lack a clear agenda. A vague title just won’t cut it. Your agenda should clearly outline the purpose of the meeting and the desired outcomes. This helps everyone stay focused and ensures that the discussion doesn’t veer off course.
2. Designate a Meeting Lead
Every meeting needs a captain to steer the ship. Designate someone to lead the meeting and keep things on track. This person should be responsible for ensuring that the agenda is followed, keeping an eye on the time, and guiding the discussion towards the desired outcomes.
3. Make Meetings Shorter
Who said meetings need to be an hour long or worse, two hours? By reducing the scheduled time, you force everyone to get to the point and cut out the unnecessary. Try scheduling meetings for 45 minutes instead of a full hour – you’ll be amazed at how much more efficient they become.
4. Give Each Person a Time Slot
Time is precious, so make sure everyone gets their fair share. Depending on the context, and number of people, allocate 2-10 minute time slots for each attendee to speak. This encourages brevity and ensures that everyone has an opportunity to contribute without monopolising the discussion. It also makes people hone down to key messages and prepare before the meeting.
5. Forego the Round Robin Effect
Not everyone needs to be present at every meeting. Before sending out invites, ask yourself if each person’s presence is truly necessary. Streamline your attendee list to include only those who are directly involved or can provide valuable input.
6. Do You Need to Be There?
If you find yourself invited to a meeting where your presence isn’t essential, don’t hesitate to delegate. Trust your team members to represent what needs to be discussed and provide updates in your absence. Your time is valuable, so use it wisely.
7. Vocalise the Purpose at the Start
Start your meeting on the right foot by vocalising the purpose and desired outcomes right from the get-go. This sets the tone for the discussion and helps everyone stay focused on the task at hand.
8. Recap Highlights and Actions
At the end of the meeting, take a few minutes to recap the key highlights and action items. Paraphrase what has been discussed, decisions that have been made, and who is responsible for what. This ensures that everyone is on the same page and knows what needs to be done moving forward.
If you’re looking for further insights into making meetings more meaningful and efficient, I highly recommend “Death by Meeting” by Patrick Lencioni. It’s a thought-provoking read that offers practical tips for transforming your meetings from snooze-fests to power sessions.
So, there you have it, meeting goers – my top tips for making meetings matter. With a little planning, structure, and a dash of common sense, we can all bid farewell to aimless gatherings and hello to productive discussions.
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