Each of us has been there at some point in our lives. We’re stuck in what seems to be an endless, pointless meeting, fidgeting in our seats, wondering what could be done with the time instead.
In reality, most meetings don’t achieve their full potential, leaving participants exhausted and frustrated. Further, a meta-analysis of over a decade of research shows that 90 percent of employees consider meetings “unproductive” and “costly.”
However, it doesn’t have to be this way. You can turn dreaded meetings into productive, engaging interactions by following some key strategies.
Let’s be honest. Many of our meetings are unnecessary appointments. However, they’re scheduled on our calendars because we’ve considered them necessary.
Occasionally, meetings are necessary, but don’t schedule meetings for the sake of having them. Instead, evaluate the meeting’s necessity, and don’t feel bad if you remove it from your calendar.
Ultimately, deciding if a meeting is necessary saves everyone energy and time. Here are some things to keep in mind:
Additional tips.
Avoid the “more is better” trap when a meeting is necessary. Instead, only invite those who are essential to discussion and decision-making.
In fact, studies on effective meeting size consistently point to groups of 5-8.
For most tasks, Harvard professor J. Richard Hackman recommends no more than four to six members on a work team. Increasing the size of a team increases interpersonal friction and performance problems. This is part of the Ringelmann effect, which states as a group grows, the average effort of each individual decreases.
Think of an agenda as a road map for the meeting. More specifically, an agenda is a collaborative document that is prepared several days before the meeting. As a result, participants will have a shared list of topics for discussion.
As well as critical discussion points, a well-structured agenda should include estimated times and participants. Also, keeping it centralized and accessible allows meeting participants to follow along, know when it’s their turn to speak, and keep the conversation on track.
Most importantly, don’t forget to circulate the agenda to invitees.
In advance, you should share any documents, reports, or data relevant to the discussion. As a result, participants are better prepared, able to ask informed questions, and can contribute meaningfully.
In the same way, assign specific tasks or research to attendees before the meeting if necessary. By doing this, everyone is working at the same level of knowledge, reducing the need for lengthy explanations.
Even though most calendar programs default to one hour, you do not have to follow them. Rather than simply reducing the number of meetings, we should also scale them down to the essentials. For example, instead of a drawn-out hour-long meeting, schedule a crisp 30-minute session.
Even better? Aim for a 15-minute meeting.
Experts say 15-minute meetings reduce employee burnout and boost engagement, especially now that so many companies operate in hybrid or fully remote settings.
In short, keep your meetings short, focused, and concise.
In most cases, people schedule meetings one after another so that they can save time. The problem is that we lose productivity and effectiveness if we don’t decompress between meetings.
Furthermore, it is important to take into account when we have meetings.
According to Daniel Pink, author of the appropriately titled book, “When,” every meeting should be planned based on what our bodies tell us is the most productive and clear-headed time. Therefore, when scheduling meetings, keep the following in mind:
You gain a competitive advantage when you know you and your team are at their best. As a result, most people are more likely to perform better in the morning when they have a challenging meeting, whether cognitively or personally demanding.
Manual scheduling was the norm, often leading to human errors and inefficiency. However, as technology advanced, so did the methods used to schedule appointments.
With smart scheduling, you can automate, apply machine learning, and use artificial intelligence (AI) to optimize appointment scheduling and processes based on various factors, such as availability, skill sets, deadlines, and preferences.
Using Calendar, for example, you can visualize the amount of time spent with each meeting type and with whom you spend time. When scheduling a meeting, Calendar will also automatically recommend meeting locations.
You can also view what your team members do with Calendar’s Find A Time tool. However, you cannot view details of their events. As each team member has their own calendar, this allows them to have privacy and allows you to see their availability so you can book meetings without all the back-and-forth emails.
Always respect other people’s time, no matter what your position is. After all, how would you feel if someone arrived 10 minutes late to a lunch meeting? Since that might throw off your schedule, I’m sure you would be fuming.
Therefore, start and finish within the given timeframe. Think about tabling a topic for a follow-up discussion if it runs long. To keep the conversation focused and avoid meandering, you should also use tools such as calendar reminders and your agenda.
As the facilitator guides the discussion, he or she ensures everyone has a voice and follows the agenda. In that regard, be sure to encourage active participation and avoid dominating the conversation.
Keeping updates to just two or three minutes will help the meeting run smoothly. It may be a good idea for you to go first so that others will follow your example and pace.
Furthermore, you may want to add a little enthusiasm, even some humor, to raise the energy level and lighten the mood.
In order to accomplish this, you’ll need to create an environment where everyone feels heard and encouraged to contribute. For example, encourage everyone to engage in active participation by asking questions, sharing insights, and raising concerns. As a result, collaboration is fostered, and all perspectives are heard.
In addition, consider round-robin discussions. For a more interactive and engaging meeting, use engaging tools like whiteboards, polls, and brainstorming exercises.
Do all meetings have to be held in the same old conference room? Nope. Shake things up by holding a walking meeting if the weather permits.
As an example, Richard Branson likes to walk and talk at meetings because he believes it improves focus and expedites decision-making. According to former LinkedIn CEO Jeff Weiner, walking meetings are more productive and eliminate distractions.
In addition, a study published in the Journal of Experimental Psychology found that walking leads to better (and more creative) ideas and solutions than sitting.
Acknowledge the accomplishments and progress that attendees made during the meeting. The result is a motivated and positive atmosphere.
We are all familiar with and understand distractions like phones, interruptions at the door, and loud construction outside.
Yet, did you know you’re not noticing many hidden distractions? For example, you can lose focus just by switching between two tabs during a meeting.
Providing food for every meeting is unnecessary, especially for short meetings. Nevertheless, if you plan on having a long morning meeting or a meeting that extends into lunch, consider catering or offering snacks.
It’s no secret that people get distracted when they get hungry — plus it could make some of them hangry. In addition, feeding them leaves them with positive feelings, which can encourage them to participate more. It’s also a nice reward for attending the meeting.
Make sure everyone leaves the meeting with concrete next steps. At a minimum, this means making sure decisions are clear, assigning ownership to action items, and setting deadlines.
Briefly summarize the meeting, including key decisions, action items, and owners. As a result, everyone stays on the same page, and progress is facilitated.
Make sure each individual is accountable for the tasks they have been assigned. In other words, you should check in regularly and provide support if needed.
By doing so, you demonstrate commitment and ensure progress.
Following the meeting, ask attendees for their feedback by asking questions like:
Consequently, you can refine your approach and improve future meetings due to this continuous feedback loop.
Ask yourself if the goal could be achieved via email, shared document, or quick chat. Meetings should only be scheduled when necessary.
Make participation fun by organizing activities, polls, or breakout sessions. The meeting should be kept to a manageable length, and visual aids should be used.
Consider techniques such as redirecting questions, setting time limits, and valuing diverse perspectives.
Be aware of time zone differences, use collaboration tools, and set clear expectations.
Ensure that short breaks are encouraged, time limits are clearly defined, and avoid scheduling back-to-back meetings.
Image Credit: fauxels; Pexels
The post Stop the Meeting Madness: 19 Ways to Make Your Meetings Matter appeared first on Calendar.
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