Here are 5 tips for more efficient meetings the staff won’t dread…
Recently I read an article that Microsoft is seeing a jump of 250% more meetings held every day since before the pandemic! I’ll bet they’re not alone. Since the world shut down over two years ago, we know we started blending work and home schedules. (Sitting in a Teams or Zoom meeting while checking email, catching up on an article, doing laundry, or making breakfast is now totally normal behavior.)
But to what end? Yes, meetings need to happen.
I pulled out a few reminders for managing meetings better (which were true before we started the at-home routine):
1) Make sure the meeting is absolutely necessary. Everyone in that meeting should be thinking: “Am I either adding value or gaining value from this meeting?” If not, ask to be excused from attending. (Is it true that Elon Musk lets meeting attendees off the hook by allowing them to leave the meeting at any time? Maybe that’s not your culture but it sure makes every minute count.)
2). Consider the time of day for your meeting. When are people most productive? Usually first thing in the morning. But that’s NOT the time to hold your meeting. Why? Because most do their best thinking and decision-making in the morning. (And I do it without coffee!). A two-hour meeting has stolen that time away and we have to reset. A thought: Try instead a 10:30 or 11 am meeting – or early afternoon. You’ll need to test it out.
3). Agenda please! In my client work, I promote the agenda as a normal part of a meeting. Sometimes I’m looked at strangely. Agenda? What agenda? Reminder, a clean agenda should have: Start and end time, topic and goal of the meeting, who’s speaking, and timing for each section. Distribute in advance. (I know it’s an extra step, but the attendees will love it.)
4). Stay on track! Do your meetings start and end on time? Why not? Because discussions go way too long, topics get derailed, and no one steps in to prevent the runaway train from getting off track. Suggest: Not only start at the time stated, but if and when the meeting gets derailed, use the “parking lot” to table topics, ideas, or suggestions that don’t fit with today’s meeting. These topics can either be scheduled for another time or assigned in a follow-up.
5). Do we even need a meeting? Instead, can you have an email exchange or use other technology for status updates or even presentations attendees can read in advance of a meeting to save time. Save the meetings for brainstorming, idea exchanges, and buy-in.
How are meetings managed in your company? If you are a leader, what effective meeting techniques do you stick to? Leave a comment below with your feedback.
If your company could benefit from increased productivity in the workplace, let’s connect. Send me a message or email me at: carolyn@carolynortman.com
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