If you need a study and numbers to know that the definition of meetings is “where the minutes are kept and the hours are lost” you haven’t had a wasted professional “get together” recently. The hidden costs of meetings, however, is staggering and in the collective millions. If you want to make your meetings more efficient, here are 20 easy ways to make them worth having:
Have an agenda
Send the agenda out ahead of time (good for introverts and extroverts)
Have a “Process Observer” that can help keep notes and specifics about meeting process
Don’t “punish the punctual people” (start on time)
State an objective(s) for the meeting (put an “X” on the map so we know where we are going)
Be sure to give everyone to
Consider a “Whip around” when finishing…give everyone their own time for a final thought
Decide on what needs a checkpoint or a deadline and who/how/when the follow up will happen
Change the leader of the meeting up when possible (maybe allow the subject matter expert to lead it depending on the subject for that day)
With in-person meetings avoid sugary snack foods and drink availability
Make sure you have a format for the meeting (remember the agenda)
Consider if you need an expert speaker and make sure logistics are taken care of 100%
End on time (gain credibility by not taking more time than you said you would) or early
Don’t work out individual issues at group meetings…acknowledge and discuss after
Do something different to change the meeting dynamic if you have a lot of them
16. Use as a conclusion for everyone to answer “One thing today I learned, enjoyed or realized was…”
If a zoom meeting, consider the value of breakout dyads or groups for engagement
If an in-person meeting, consider table design and seating assignments as needed
Find a way to laugh or have fun or get a smile with something positive
Don’t finish when one minute away from the end with, “So, does anyone have anything to say before we finish?” (you will possibly delay, tick people off who were ready to go and usually no one will say anything at that point anyway.)
If you have to have meetings, make them worth everyone’s time…we can’t get those moments back.
Have a great week! All my best to you!
Dave
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