Most of us dread going to meetings because we feel like they’re going to be a waste of our time. Today I’ve got 4 tips for you that will help you lead effective meetings that stand out above everyone else’s.
When I was a young Lieutenant in the Air Force I was talking to one of the other Lieutenants. He said, “I try to keep all of my meetings to an hour or less. I feel like any meeting that runs over an hour isn’t productive”. Looking at my experiences at the time, I found that I agreed with that philosophy. This became one of the main guidelines I used for meetings throughout my career. It’s not always possible to keep a meeting to an hour or less. Here are 4 tips to have an effective meeting, no matter how long it is.
Effective Meetings Tip #1 – Have a Clear Purpose
The most important tip for effective meetings is to have a clear purpose. Make sure everyone coming to the meeting knows that purpose. Meetings sometimes drag on because attendees bring up topics that aren’t related to the purpose. People often see an opportunity to handle an issue while others are together in the room. As the meeting leader, it’s our job to keep the meeting on purpose and avoid extraneous conversations.
We need to make sure we’re calling a meeting for the right reasons. Meetings are for making decisions or bringing together work that individuals can’t complete on their own. All too often we end up doing work at the meeting that should have been prepared ahead of time. This can prevent us achieving the purpose of the meeting and often is a waste of time for the attendees. Sometimes it’s necessary to get a group together to complete the work that will support a decision. In this case, we must be clear that the team will present this work to support a decision in another meeting.
Effective Meetings Tip #2 – Have an Agenda
Creating an agenda for a meeting is more work up front, but it pays off during the meeting. Add each decision required to the agenda. Also, include any presentations or information that support those decisions. It’s important to set not just a time limit for the meeting overall, but also a time limit for each item on the agenda. There are times that should extend a topic because it is critical to making a decision. As the leader of the meeting, it’s our job to make sure that we stick to the agenda and keep things moving in line with the meeting purpose.
Effective Meetings Tip #3 – Manage the Guest List
To successfully achieve the purpose of our meeting, we need to make sure that we have invited all of the people who have a stake in the outcome of the meeting. The meeting organizer should invite the decision maker, presenters, and people impacted by the decision. It’s also important to keep people out of the meeting who don’t have a contribution to make. In large organizations, people will often show up to a meeting because they heard it was happening. These individuals sometimes cloud the information being presented by the meeting and often derail the agenda because they aren’t up to speed on the topic. The meeting organizer’s job must bring all the right people to the meeting and keep the wrong people out.
Effective Meetings Tip #4 – Don’t Speculate!
Speculating about facts or information can impact the decision-making process and often result in bad decisions that are costly or time-intensive to fix. When leading a meeting we must avoid speculating about facts and discourage others from speculating. If information critical to making the decision has not presented, we need to go get it. We may be able to do this in real-time. If not, adjourn the meeting and reconvene later when the facts are available. Speculation often turns into circular arguments and people trying to prove each other wrong. Taking the time to get and verify the information we need will result in better decision-making.
These 4 tips have been mostly focused on someone who is a meeting organizer. If you find yourself in a meeting that is going off the rails, try to use some of these tips to help the leader get things back on track. Following these tips will help your next meeting be productive and efficient. Your teammates will thank you for being considerate of their time and making it a valuable experience.