People working on their laptop, phones ringing, interruptions, long detours away from the subject, monologues. Start questioning your meeting culture today to make your meetings more effective.
1. Set a clear purpose
Only accept meetings with a clear goal and a tight agenda, making it possible for people to prepare. Grabbing someone for a “quick chat” might seem tempting, but typically it will not get you as far as you’re hoping for.
2. Participants
Does everyone need to be there? Yes, sometimes. Out of routine you might invite everyone in the team. Ask yourself, honestly, if everyone needs to participate. If it’s more of a courtesy invite, need-to-know basis, they might benefit more from getting a short summary over mail afterwards. Start questioning your own participation as well. Ask the person owning the meeting: “What’s my role in the meeting and what do you expect from me?
3. Time
Decide how long the meeting should be and stay on the plan. Never underestimate the power of a short break if the meeting should run over. It’s better to end on time and start over a few minutes later.
4. Stick with the agenda
Follow the agenda without detours. The owner of the meeting should take on the role as topic police, kindly reminding people when they are off topic to keep discussions relevant.
5. Summarise and get it done
End the meeting with a short summary and next step. Make sure everyone has a clear picture of all expected actions, next steps and due dates.
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