“You have a meeting to make a decision, not to decide the question.” – Bill Gates***
Have you sat in meetings where only a select few get… or take… the floor to speak? Have you sat in meetings where freedom reigns and the conversation is all over the map? Maybe you have attended meetings where people won’t speak up then complain later about the decisions that were made. Have you ever sat in a meeting watching someone openly sit with a cell phone in hand and eyes glued to it while the meeting is in session? Whose fault is it? The facilitator? The attendees? I’m not sure it matters. I think we all need great meeting ideas to improve meetings today!
No matter where we work most of us have to spend time in these gatherings. It is not going away so our best option is to learn to do it better.
Oh No, Not Another Meeting!
According to research done by the Muse, 25 million meetings occur in the U.S. every day. Despite the number of meetings and the fact that 35% of an organization’s time is spent in them, statistically more than half are considered unproductive. The people deeming them unproductive are, of course, the attendees. Whether staff level or executives, most feel meetings are a failure. What is somewhat humorous but not surprising, is that most meeting facilitators think their meetings are good or productive. Hmmm, time for an intervention:
Seven Great Meeting Ideas to Improve Your Meetings Today!
1. Get Feedback on Your Meetings From Those Who Have Attended
Explore the effectiveness and value of the meetings you lead and what could be done better. Take note of the feedback and use it to make improvements today. People are quite likely to give you ideas that look like the remaining suggestions in this list!
2. Decide If You Really Need a Meeting
Before scheduling a meeting, consider whether a meeting is really necessary or can information be gathered and shared in a more effective way. Some information can be just as effectual if shared through a group email or by telephone, if not to extensive.
3. Slim Down Your Invite List
Only invite those who really need to be there. We sometimes think it is necessary to include people we think could benefit from hearing the information shared during a meeting. This may not always be the reality. As thoughtful as this might be, they may be just as appreciative if you refrain from putting another meeting on their schedule and simply send them the information after the meeting. Depending on their stake in the subject matter, you could then let them know they are welcome to attend the next meeting if they are interested but that they are not obligated to come. Inform them you will send the pre and post meeting materials regardless and would welcome any input.
4. Decide If the Meeting Will Be Virtual or In-person
If Virtual:
Utilize general on screen rules for appearances so you, the facilitator, are not a distraction to participants
- Avoid bulky, shiny jewelry
- Dress professionally
- Avoid patterns and striped clothing
- Look at the camera when talking
- If you must drink, use a straw, don’t turn a glass or cup up in front of the camera. It may be acceptable, however, if done while others are speaking and all eyes and ears are not focused on you.
- Do not allow your voice and tone to drag, sound hesitant or lost while facilitating on camera.
- Don’t move around too much
- Avoid asking broad questions or creating a barrage of answers at once. Call on people one at a time or ask specific questions to specific people. Be sure to maintain inclusive practices by calling people appropriately and fairly. Don’t call on one or two people while making others feel excluded.
5. Start the Meeting On Time
There is no need to wait for everyone to arrive or log on. Start on time. If we start meetings on time, latecomers will soon learn that they need to be on time so they won’t miss important information.
6. Tighten Up the Agenda
Instead of building the agenda with topics, ask key questions and use these questions as your agenda items. This helps reduce time and keep everyone focused. Once questions are answered, the meeting is over and it’s time to go.
This would require providing key information clearly and concisely before the meeting or briefly during the meeting… emphasis on the word “briefly.” Long winded people are usually blind to the fact that they are long winded. If you are not sure and others aren’t likely to tell you, just send it out ahead of time.
7. Start the Meeting with an Overview of Expected Conduct for the Meeting
This overview might include:
- Lines will be muted to minimize distractions for virtual meetings
- Guidance on how participants can unmute their lines to address the group or share using the chat feature
- Asking each participant to remove distractions and focus on meeting content and discussion. In a study conducted by and featured on theMuse.com, slightly less than 50% of millennials and 22% of Baby Boomers say they text during meetings. Overall, 92% of survey participants admit multitasking during meetings and 69% admit to checking emails.
- Do not interrupt one another, speak one at a time. Let them know how to signal their desire to speak.
8. Keep the Meeting as Brief as Possible.
Minimize agenda items and content. Plan for 10 – 15 minutes per agenda item and avoid going over 30 minutes for the entire meeting. Not only will this trend keep people more alert and engaged throughout, knowing that the meeting won’t be long, but it will be an additional deterrent to people being late. When people realize that the meeting will not be long, they will work harder to get there on time so as not to miss important information.
Closing Thoughts
It’s not rocket science, people can appreciate a weekly 30 minute meeting that is productive and meaningful much more than an unproductive one or two hour meeting. Sometimes we spend so much time in meetings that we forget their purpose, which is to exchange important information, plan and strategize. If these things are not getting done, the meeting is deemed a waste or a social gathering, neither of which is of benefit to the individuals or the organization and its objectives.
We also have to learn to evaluate ourselves more effectively. As leaders, we are often facilitating our team’s meetings. One of our biggest mistakes is talking too much. This might include talking over others as they try to get a word in or simply talking so much that no one feels they can offer any additional information or ideas. Always remember, talk less, listen more; one of the golden rules of communication. Add to that, simplicity and vision and the “eight great meeting ideas to improve your meeting,” and you might have people knocking down your door to attend your meetings… well maybe not, but you could expect better attendance and greater participation. The result? Successful meetings that actually accomplish something!