I have noticed that most leaders, employees, and volunteers tend to whine about meetings (including me). Saying they are “too long,” “a waste of time,” and “inefficient.” (Unless you are the meeting leader, in which case the meeting is very productive!) Such feelings are as pervasive as kids complaining about eating vegetables. You even see it in the titles of books: Death by Meeting, Meetings Suck, and Bad Meetings Happen to Good People.
While we all have done our share of grumbling about meetings, it is time to take a break from it and remember, in spite of shortcomings, meetings are an important part of life and leadership, especially in a knowledge-centered economy. Why? Because it is during meetings where…
Knowledge can be exchanged
Assumptions can be tested
Relationships can be fostered
Trust can be built
People can feel included
Agreement can be built
Plans can be created
Decisions can be made
So, instead of whining, consider making your meetings as effective as possible by focusing on these seven actions.
1. Be purposeful.
Ask yourself, is this meeting accomplishing meaningful work? Is it worth the time and energy that will be required from the group? If the majority of your participants consistently feel bored and unengaged, you need to fix your meetings! Don’t be afraid to get feedback from those who sit in on your meetings.
2. Watch the frequency and time.
When and how often you meet matters. Just because you have a recurring meeting scheduled does not mean you should have it. Also, meeting too early or too late can increase the frustration of the participants, so think wisely before scheduling.
3. Stop the curse of sloppy time.
If a meeting is scheduled to be an hour, it should not last 75 minutes. While no one is perfect at staying on target with time, you will lose credibility if you cannot stay on time for most of your meetings. Remember, meetings really are money since they use the valuable time of your people. And that costs money.
4. Plan and facilitate it.
Not having a basic agenda for a meeting is like not having a plan for how you will travel to a vacation. It serves as a map. And while you may vary from the map at times or decide to stop off for an unexpected visit, you need a plan and the plan needs to be facilitated.
5. Have a scorecard.
Know what was decided, who is supposed to do what and by when, and what success will look like. Sometimes it can take multiple meetings to arrive at a decision. If you have excessive meetings with minimal measurables or accomplishments, it is time to take a serious look at what needs to change.
6. Monitor the relational pulse.
It is a mistake to believe the only purpose of a meeting is “business.” Meetings can play a vital role in building trust, demonstrating humanness, and showing interest and concern for others. Good meetings balance the task function with the relational aspect.
7. Focus and engage.
Even if you are not the leader of a meeting, it does not mean you have to become a victim who has no power. You can intentionally make a decision to focus on the people and the topics at hand. Ask questions. Listen with intentionality. Offer input on the topic. Being passive can be deadening, so stay focused and participate.
Contact us to learn how our experienced coaches can assist you in growing your leadership and making your meetings more efficient.
Jay Desko is the CEO of The Center Consulting Group and brings experience in the areas of organizational assessment, leadership coaching, decision-making, and strategic questioning. Jay’s degrees include an M.Ed. in Instructional Systems Design from Pennsylvania State University and a Ph.D. in Organizational Behavior and Leadership from The Union Institute.
