6 Great Tips for Making Your Meetings Matter

You Get a Meeting!

It’s Memorial Day weekend. It’s Wild Bill Hickok’s birthday. And it’s definitely not a beach day here in the northeast. With some gray days ahead, we thought about this blog. The last several Leadership Matters posts tackled our impressions of AAM, organizational DNA, and diversity vs. salary. This week we return to the workplace, and more specifically the meeting.

I work in a large organization. Embedded in its institutional DNA is the need to meet. We do a lot of meeting. We meet in pairs. We meet in groups, Charged with solving a problem, we meet regularly over long periods of time. Occasionally these meetings are sprightly; many are not. Some of our meetings are scheduled weeks, even months in advance. If your organization schedules far ahead, make sure meetings can be canceled if there’s no need to meet. Going to a meeting just because it’s on the calendar to listen to colleagues banter about nothing is its own special hell.

And for those of you charged with managing meetings, here are six ways to make your meetings better:

  • Use the flipped classroom method: If you want to make sure everyone’s on the same page, provide a reading the day before.  This is not a graduate level course, so make it pithy and brief. Don’t ask people to read something only to neglect it the next day. Use it as a catalyst for discussion.  And while you’re sending things out, send out your agenda. This will help organize your thoughts and objectives.
  • And speaking of your agenda, stick to it: This may seem self-evident, but how many of us have been in meetings where the agenda is something to doodle on or worse, talking points for the meeting leader who never, ever shuts up except to ask if anyone has any questions. Few do.
  • Tell people where you want to go: This is different from an agenda. Your agenda contains discussion points, your objective is what you want to accomplish. You can’t blame staff for not getting things done if you don’t tell them what they need to do.
  • Don’t ask for discussion if your mind is already made up: Being in a meeting where it’s clear the leader has pre-digested all the information and only wants an audience of eager handmaidens wastes everyone’s time. It’s also disrespectful. Don’t be that leader. Instead….
  • Encourage debate: We’ve talked about this a lot on these pages. Debate and discussion are healthy. Your staff, team or department (and you, the leader) need to know that discussion doesn’t equal hostility, that all voices have value, and help make a better collective concept. Take a page from Jeff Bezos, Amazon’s founder, who reputedly asks staff to argue two opposing points.
  • Leave with an action plan: Meetings that end without an action plan are worthless. Staff should understand what they accomplished, where they need to go next, and what is expected of them.

Last, as a leader, the main thing you can do in a meeting is shut-up. JUST LISTEN. Keep discussion on point and moving forward, but for goodness sakes, don’t pontificate. You will learn a lot. In the meantime, you will demonstrate respect for your colleague’s ideas, foster healthy debate, and hopefully leave with a feeling of accomplishment. You hired smart staff, right? Well, point them in the right direction and let creativity happen.

Joan Baldwin

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