I shudder to think of how many meetings I have attended during the last decade. Late in the afternoon, when I review my schedule for the next day I am tempted to ask the question, “Am I working tomorrow or going to meetings?” Many of the meetings I have attended in recent years included people on multiple continents and varying time zones. I have come to believe that the meeting may very well be the bane of modern business.
On the other hand, I must profess guilt at having been the instigator of many of those meetings. Running a business in a collaborative manner demands meetings. If this is to be so, it is imperative that meetings be well run and productive. Here are 4 tips that will help improve your meetings.
Have an objective: An old saying says it all, “If you don’t know where you are going, that’s likely where you will end up!” In order to avoid meetings that wander all over the place and never really come to a conclusion, have a clear objective for your meeting. Be sure that every person coming to the meeting knows the objective, and is prepared in advance to achieve the objective.
Have an agenda: A meeting without an objective will go nowhere. A meeting without an agenda will meander along the way, whether or not there is an objective. An agenda of precise topics that meeting attendees are prepared to take up will help maintain the group’s focus and promote productive conversations. Meeting attendees should be expected to be well prepared in advance. Nothing kills a meeting quicker than a group that is not prepared.
Have a timetable: The meeting should have a set beginning time and ending time, and these should be adhered to. Start the meeting at the appointed time, no matter how many attendees are missing. End the meeting on time as well. Attendees will lose any enthusiasm they may have for the meeting if they know in advance that the meeting will drag on forever. Attendees should have an idea of how long they may speak to any topic so that a “run-on” participant does not hijack the meeting. In addition, don’t be afraid to end a meeting early if all the work has been accomplished.
Have a moderator: It is often difficult to chair a meeting and be an active participant at the same time. Consider having a neutral moderator whose purpose is to keep to the agenda, direct traffic among participants and generally keep order. In small companies, it may be hard to find the extra person who is not actively involved the subject at hand, but for the more important meetings it can be a great help. For mission critical meetings, you may even want to consider hiring a moderator from outside the company. Of course, it then becomes essential to brief the moderator in advance of the session.