Today, let’s take a moment to reflect on meetings. Think about how much time you spent with others in the past week and evaluate the productivity of that time. Often, even with a significant investment of hours in meetings with colleagues and managers, the actual returns can be surprisingly low, and they might even disrupt our daily tasks.
To be frank, meetings are sometimes misused: they are meant to be a “synthetic” moment for decision-making. If the meeting turns into a working session or brainstorming, different rules, handling, and outcomes should apply.
However, even when we adhere to the true purpose of meetings, it’s important to acknowledge that the tool itself isn’t ineffective; it’s often how we utilize it that makes the difference.
So, what should you consider to plan and conduct effective meetings?
- Set a Duration: Keep your meetings within a reasonable time frame based on the agenda—30 minutes is usually ideal, an hour can work, but any longer may leave people dozing off, even with the most captivating content. Remember, this isn’t about presentations or training—just meetings.
- Assign Roles: Decide who will lead, manage the clock, and take notes. This promotes engagement and accountability. Feel free to rotate these roles so everyone has a chance to contribute.
- Create an Agenda: Make sure the meeting is genuinely the best way to address the topics at hand. Think about whether the discussion could be approached differently or involve a different group.
- Manage Time and Stay on Topic: It’s easy to drift into unrelated conversations. Keep an eye on the clock and adhere to the agenda. If a topic comes up that needs more discussion, consider putting it in a “parking lot” for future meetings. Establish who will follow up and when.
- Provide Clarity: Ensure that everyone leaves with a clear understanding of the decisions made and the next steps forward.
