You spend a lot of time in the meeting room. What if you didn’t have to endure another boring and unproductive meeting? Fortunately, effective meetings are within your reach.
We had a look at 8 effective meeting tips you can use to ensure every meeting counts.
1. Do You really need to hold this meeting?
The fewer you have, the better. That’s because meetings are overused. After all, they’re a form of communication. And the most effective form of communication is usually not getting together for an hour. Remember – meetings require tons of preparations and follow-up actions.
Decide if a meeting is necessary before scheduling it. “What can I do to avoid this meeting?” And then, go through different alternatives, point by point.
Can you work on a project remotely? For example: Letting everyone work on their own by leaving comments in a shared document could be much more effective than sitting down for an hour to talk about it.
Can you instead talk about your project using a different communication tool? Today, you have a range of tech tools that let you effortlessly discuss and chat with your co-workers. Take Slack, for example.
Can you establish company-wide guidelines for certain situations to avoid meetings? Are you often finding yourself discussing the same or similar problems at meetings? It might be time to sit down with your team and come up with evergreen guidelines, systems, and processes.
But sometimes, meetings are a must. And that’s fine — here below, we’ll look at how to keep those meetings effective.
2. State your purpose
Effective meetings have a structure. That’s why you need to start with the end in mind- with a purpose.
Your meeting purpose determines pretty much everything about your meeting:
- The meeting focus (what it’s about).
- The agenda (discussion points).
- Participants (who attends).
But what is a meeting purpose? It’s basically your goal. So, your meeting purpose could be:
- Do you solve a problem?
- Do you share information?
- Do you engage team members?
- Do you make a decision?
Your meeting purpose has one more function. And that is to communicate the meeting benefit. Meetings are important… But unless they feel important, meeting participants won’t prioritize them. So tell them what your team will achieve thanks to your meeting.
3. Ask everyone to prepare before the meeting
One of the main reasons your meetings are ineffective is that meeting attendants are unprepared. And most of the time, it’s not their fault. After all, it’s hard to prepare if there’s no meeting purpose or agenda. Where are they even supposed to start?
Make sure people know the meeting’s purpose. And send out a copy of your agenda before the meeting. If you can, be specific. Assign discussion points to every participant, preferably within their area of expertise. They’re then responsible for those discussion points.
Now you ensure everyone preps for your meeting. And you also engage your co-workers and get them to take ownership of the meeting.
4. Use meeting tools
Once you have a system that works for you, it’s time to ensure your meetings remain effective. With meeting tools. You know, tools that help you communicate more effectively with your team before, during, and after your meeting.
We talk more about how to use meeting tools in this post. We also list some of our favorite meeting tools here and here.
Our own tool, Meeting Wise, is developed for meetings based on customer feedback. In short, Meeting Wise helps you organize, structure, and archive your meetings. Your agenda, minutes, files… everything is kept in the same place and it’s extremely easy to share your documents with others.
5. Do the work upfront
An effective meeting needs an agenda and you as a meeting participant need to familiarize yourself with the agenda before your meeting. What many people don’t realize is that the bulk of the meeting happens before the meeting.
That’s when you prepare your notes and talking points and that’s when you introduce your ideas so that you can build up support for them and meet counterarguments.
If you, and all your co-workers, take the time to do this, you’re guaranteed to have more effective meetings.
6. Speak up
One of the best ways to be effective in your work? Getting outside of your comfort zone. And during meetings, this can mean uncomfortable situations where you need to speak up.
For example, Your co-worker comes with an unrealistic suggestion or someone is speaking too much. Unless someone intervenes, the meeting will go to waste.
7. Try not to monopolize the discussion
Yes, you need to speak up when it’s uncomfortable, But you also need to stop talking when you prefer to keep ongoing. You only have so much time in the meeting room. If one person does all the talking, everyone else (who’re there for a reason!) don’t get to give their insights. And that, pretty much, goes against the purpose of a meeting.
People’s bored or uncomfortable faces are one way to tell. But time is another. Effective meetings should take 15-30 minutes. So you should speak for not more than 5-10 minutes, depending on the meeting purpose and the number of meeting participants.
8. Ask yourself: “Is there a reason for me to be there?”
What are some good indications you shouldn’t attend a meeting? For example, You have nothing to add to a discussion, you don’t have the expertise that’s required and you don’t take any part in the project being discussed.
Again, it can be uncomfortable to ask your co-workers to remove you from a meeting. But you can do so tactically. Ask them why they added you to a meeting and how they want you to contribute.
If they can’t come to think of anything, ask them politely to remove you from the list. But instead of blurting out: “I don’t want to attend this meeting”, frame it as: “As I understand it, I can’t really contribute anything to this meeting. Would it be a good idea to remove me so that the others get more room to discuss this project?”
By shifting focus from you to the other attendees, you make it hard to say no.
An estimate every year, businesses waste $37 billion on ineffective & nonproductive meetings – and that’s in the United States alone. Multiply that number several times to figure out how much all businesses...
You want your team meetings to be efficient. Yet, implementing rigorous strategies seems overwhelming. You’d like a ‘quick fix’ (for more advice on strategizing productive meetings. What can you do to make your...
Meetings can be a total time waste. At the same time, there are situations when meetings are needed. To help you figure out those situations, we put together this guide on the importance...
Ever wondered how to run effective meetings? It all comes down to your meeting purpose. You see, the purpose of meetings is what determines how useful a meeting is. And today, we’ll look...