We all participate in meetings and understand the need to engage in conversation with others, but if they are not conducted well, they can soon become a wasted opportunity.
The average employee attends 62 meetings each month, with more than half of them being regarded as unproductive, according to a Doodle survey.
To save precious time and resources, we should learn how to conduct meetings optimally.
In this article
When to Forego a Meeting
Before we delve into the optimal way to conduct a meeting, let’s first discuss when to forego one. Meetings should not be used as the go-to solution for communication and decision-making. In some cases, there may be more suitable options, such as email, instant messaging, or a simple one-on-one conversation.
Consider if a meeting is the best use of everyone’s time before scheduling one. If the matter at hand can wait, it can usually be handled in writing or during a regular standing check-in.
If you think that a meeting is necessary, let’s see how to get the most out of it.
Meetings move at the speed of the slowest mind in the room.
Dale Dauton
Preparation
To conduct an efficient meeting, preparation is your mantra. How many times have you received an invite for a meeting without context or with just a generic line as the invitation topic? Don’t make the same mistake when you organise your meeting.
Start by setting clear goals and making an agenda that lists the topics that will be discussed in the right order.
Only invite those who are relevant and necessary to the meeting’s objectives.
If the meeting is face-to-face, ensure that all necessary resources and equipment, such as a projector, whiteboard, or conference call line, are readily available. Remember to reserve your room ahead of time.
Establish the responsibilities of each attendee, including who will lead the discussion and who will take minutes.
The longer the meeting, the less is accomplished.
Tim Cook
Meeting Length
Studies have shown that attention span and productivity decline after a certain amount of time in a meeting. The best length of a meeting depends on its needs and goals, but as a general rule, it shouldn’t last longer than an hour.
When determining the length of a meeting, factor in the number of topics to be discussed, the complexity of the issues, and the level of interaction and participation expected from attendees. The shorter the meeting, the more focused and productive it will be.
During the meeting
When the meeting begins, stay true to the agenda and maintain focus. Encourage active listening and participation from all attendees.
Mind the time, and if you need to, set up a second meeting to continue the conversation.
When people feel engaged, they are more likely to offer valuable insights. encouraging active participation by asking all attendees to share their opinions, ask for input, and listen to others. Create an atmosphere where everyone feels heard and valued.
You’ll be surprised by the results of this practice: more creative ideas, better decisions, and a more productive meeting overall.
Also remember to record the minutes of the meeting or ask a designated person. Ensure all attendees understand the next steps.
If there are conflicts or disagreements, handle them professionally and respectfully. Focus on a solution or a compromise that works for everyone.
Walk out of a meeting or drop off a call as soon as it is obvious you aren’t adding value. It is not rude to leave, it is rude to make someone stay and waste their time.
Elon Musk
Post-Meeting
After the meeting, send a follow-up email and share the meeting minutes and all the calls to action that you have agreed on with all the attendees.
Also, give yourself an honest meeting evaluation. Identify areas for improvement and make your next meeting more effective and efficient.
Conclusion
In conclusion, holding a productive meeting is an essential part of business communication. The success of the process depends on each step, from planning to implementation. Always evaluate if a meeting is necessary, and if so, remember to set a clear agenda, a time limit, and encourage active participation. Always resolve disputes amicably and professionally, and frequently evaluate your meetings to identify areas for improvement.
These tried-and-true methods can help you make a meeting more productive, creative, and open to new ideas.
