Make your meetings productive

Meetings are an important part of work life; they promote participation, ideas exchange and interaction. Unfortunately, meetings can become overused and convened out of habit rather than a clear purpose. Don’t call meetings just for the sake of it. Here are some tips on how to make your meeting more meaningful.

KEEP THEM SMALL: Meetings should not be the ‘gathering of the usual suspects’ Think about who really needs to be there and invite the essential people. As the convener you must be clear why each individual is in the meeting; that way no participant sits on the sidelines.

PREPARE PROPERLY: Meetings without an agenda or proper preparation can deteriorate very quickly. Use the agenda to provide focus and to deliver the results you want. Aim to give reasonable notice. Meetings work best when everyone comes ready to share and receive information that is useful to the whole group.

FOCUS ON THE GOAL: Be clear what you want to accomplish; is it a discussion, information gathering or do you need a decision? Agree a process that will facilitate the achievement of the goal quickly. Keep time; when you call eight people to a one hour meeting, that’s eight hours of company time. Get control of issues quickly and move the discussion along to make progress.

LISTEN ATTENTIVELY: In a good meeting people come prepared to speak but don’t feel any pressure to do so. Many meetings flop because there’s too much talking and not enough listening. Pay attention to what’s being said and acknowledge contributions accordingly.

CHAIR SKILLFULLY: Without proper direction discussion can get off target, individuals can dominate and long talk yields nothing. Put people at ease and don’t be overbearing with your views or openly weight certain views higher than others. Like a football referee don’t get in the way.

GET THE TONE RIGHT: In meetings sometimes what is said can be as ‘noteworthy’ as what is not said. As chair, make sure your body language and tone of voice do not communicate something different to your words. Neutralise quickly any condescending or patronizing tone from others.

BE INCLUSIVE: Avoid creating the impression that you are only interested in the views of a few. The reason you called the meeting is to hear what others have to say or to communicate something. Either way, clarify the purpose and make room for all to contribute.

AGREE NEXT STEPS: Whether a meeting is for brainstorming, discussion or a decision, always agree some next steps. Have this in mind from the start so that you make time for it otherwise run the risk of running out of time and hurrying this important bit.

FOLLOW UP: Agreeing what to do, when and by whom at the end of a meeting does not mean it will happen. Appoint someone to ensure that what has been agreed is tracked and completed..

Now take action: Think about your next meeting; how can you make it more effective?