Effective meetings are crucial to any organization's success. They ensure that team
members are aligned, key issues are addressed, and everyone leaves with clear action plans. But everyone hates a badly run meeting that goes on, regurgitates information everyone already knows, gets off the rails, is dominated by the loudest person, caters to someone’s pet peeve and is unproductive. Here's a guide on how to run a meeting that is both efficient and impactful.
1. Agenda for Clarity
When you schedule the meeting, send out a clear agenda. Let people know WHY this meeting is important and the objective for the meeting. This serves as the roadmap for the discussion, ensuring that everyone knows the topics to be covered and the meeting’s objectives. A well-defined agenda helps keep the meeting focused and allows participants to prepare adequately. Make sure you or someone else manages the agenda to keep the meeting on track.
2. Start Well
Begin your meeting by setting a positive tone. Starting on time shows respect for everyone’s time and sets the expectation for punctuality in future meetings. Kick things off by sharing good news—whether it’s a recent team accomplishment, positive customer feedback, or a personal milestone. This helps to create a positive atmosphere and energizes the group.
Assign someone to take on the role of time manager during the meeting. This person is responsible for keeping the meeting on schedule, ensuring that each agenda item receives the appropriate amount of time without overrunning. Having a time manager helps maintain the meeting's efficiency and prevents it from dragging on unnecessarily.
3. Check-In
After the initial warm-up, move to the quick check-in phase. Engage participants by asking open-ended questions about their current priorities and how they feel about the upcoming agenda. This allows everyone to voice their concerns or add any pressing issues that may not have made it onto the original agenda. If these additional items are a high priority and time permits, incorporate them into the discussion. Don’t let this go for long and be clear about any changes to agenda and the time allotted for the meeting.
4. The Main Event
This section of the meeting is the meat of the agenda dedicated to the specific topic that the meeting is about. Whether this is operational updates or addressing a specific issue make sure everyone has a chance to contribute. Give clarity about what you are looking for in this section and what you are NOT looking for.
Keep updates concise and focused, ensuring that the entire team is on the same page regarding the business’s operational status. Focus the conversation on the key objective of the meeting. When things get off track or an additional topic is discussed, it is often the best idea to put these ideas in the parking lot for a future discussion.
If you are discussing a major issue, focus the team to dig deeper into the matter, leading to more thorough discussions and effective problem-solving. It’s better to address one issue thoroughly than to touch on several superficially.
6. Rein In
During the meeting, it's crucial to keep discussions on track. Avoid tangents and irrelevant topics that can derail the meeting's focus. If conversations start to wander, gently steer them back to the agenda. This helps maintain productivity and ensures that the meeting achieves its objectives.
9. End Well
As the meeting wraps up, ensure that there is a clear understanding of what needs to happen next. Recap the key points and decisions made during the meeting, and outline the action plan:
Clearly Define Roles: Make sure everyone knows what they are responsible for and the timeline for completing their tasks.
Still to be Resolved: Determine what still needs to be resolved and how this will be dealt with.
Action Plan: Develop a clear action plan that outlines what needs to be done, who is responsible for each task, and the deadlines. This ensures accountability and provides a roadmap for the team's next steps.
Empower the Team: End the meeting with a motivational send-off, whether it’s a short video, an inspiring quote, or simply some encouraging words. This helps to reinforce the meeting’s purpose and energizes the team to take action.
By following this structured approach, your meetings will become more productive, with clear outcomes. Meetings should be a platform for progress, not just a routine, and with the right strategy, they can drive significant results for your business.
Stephen E. Wright
Practical Business Growth Consulting
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