Three Suggestions For Better Meetings

There are some activities that are part of any job.  While not all of these are also a common concern, it does seem that one often bubbles to the top.  That bad boy is the meeting.  Whether we are talking about a team, organization, or planning version of these activities, we all have bad experiences with them.  Thus, we can all improve our productivity by tackling ways to have better meetings.

An Agenda Leads To Better Meetings

The old cliche of a map is required to get to our destination holds in the case of an agenda.  One of the quickest paths to better meetings is to create (and share) an agenda.  This step provides a map for us, and the attendees, to follow so the meeting can stay on track.  While this may seem like just another bit of busywork, it is far from it.  Think about every high-end meeting you have attended.  These examples include classes, conferences, and guide-led vacations.  There is always an agenda.  That is such a staple that you likely question the professionalism of the leader when one is not available.  When you acknowledge that it is a crucial indicator of a professional meeting, then it should be obvious what you should do.

Set, And Respect, A Time Schedule

The most common complaint about a bad meeting is a lack of respect for the attendee's time.  We sum this up with the statement that it was a "waste of time."  Therefore, we can see that a path to better meetings is finding ways to respect, and not waste, the time of the attendees. This step is easy to take.  Set a schedule, start on time, then end on time.  Yes, I understand that some groups are used to starting late or chatting before getting to business.  You can either put that on the agenda, (e.g., Introductions and general discussions) or launch into the meeting on time and call the room to order.  Once you do this a few times, you will see that the attitude in meetings will change to honor the schedule.  There is nothing magical about this, just set expectations, and make sure you help everyone meet those goals.

Time Tracking Solutions – Free and Low Cost

Provide a Recap or Summary

When you have better meetings, then you will want to advertise the fact.  The best way to drive home the point of how well the time was spent is to provide a recap.  This report does not have to be a detailed minute-by-minute document.  It can be a high-level summary that documents the decisions made, key discussion points, and action items that came out of the meeting.  When you do this, you provide a way for the attendees to see the value of the time spent as well as a forum for clarification if anyone walks away with a different understanding of the results.  This recommendation is not just a CYA tool.  The goal is to ensure everyone walks away from your discussions on the same page and agreeing on the outcomes.

Business Communication - Critical For Success