Each week we participate in many types of meetings. Some are meetings that we request, some are at the instigation of others. Over time, we'll take part in networking meetings, sales meetings, meetings with our team, interviews, committee meetings and many more types as well.
If you ask people about their meeting experiences, you'll hear that there are too many meetings, that they waste time, they're boring and so on. Rarely will you hear that they help accomplish my goals, they resolve conflicts or help me stay better informed. Why is that?
For the most part, it is because people approach meetings (both those they organize or just attend) in the wrong way. Here are our suggestions for how to make meetings more productive:
- Have an objective (or several) for every meeting you organize or attend. If you call the meeting, state the objective(s) at the beginning. If you're attending the meeting, write down your objectives beforehand, realizing that they may be different than those of the organizer. Your objective could be to present something, learn something, identify action items, or a combination of these things. Don't lose sight of them and, if things start to drift, bring the discussion back to where the group is working toward the objectives.
- Be willing to adjust your perspective and objectives based on the conversation. One major reason for a meeting is to exchange ideas. If you're not listening to others, you're missing the point of why there is a meeting. Keep an open mind and be realistic about what can be accomplished by the group. It may be less than you wanted to, but sometimes that is best for achieving your longer-term goals.
- Start on time. Why should people who are late waste the time of those who arrive on schedule? That's inconsiderate and ineffective. By starting on schedule, you'll build a culture that expects it and people will be better at arriving at the appointed time in the future.
- End on time. People can't, or shouldn't discuss any topic forever. They tire and lose focus. Also, if a particular goal (or goals) should be accomplished in an hour, manage the discussion to ensure that occurs. Ending on time also enables participants to get on with the other things they'd planned to do during their day.
- Identify what happens next. One of the worst outcomes for a meeting is that nothing gets decided or resolved or meeting participants are confused as to how to move forward. Therefore, action items or next steps must be identified at the end of every meeting. If the organizer doesn't do it, it's up to you to raise the question and encourage the group to make these things explicit.
Following these surprisingly simple steps will make any meeting you attend shorter, more informative and more valuable for all. You'll also find that these meetings are better at helping you and your team achieve your business goals.
