Not another meeting!?

We all spend a huge amount of time in meetings.  Just think about it – at work, in our families, where we live - board, sales, leadership, school, residents’ association – whenever more than 2 people get together to discuss something, that’s a meeting.

But there are times, and let’s be honest, a lot of the time, when your
heart just sinks when you get asked to go to another meeting.

So are meetings just a waste of time to be avoided, or should we give some
thought as to how we can make better use of getting together with others to
solve and resolve issues?

There are some really important factors to consider when setting up
meetings.

1. Why are you having this meeting?  Don’t fall into the trap of it’s always been
   done this way. Productive meetings need a purpose.  Get this important aspect right and it will
   guide your agenda, who gets invited and the length of the meeting.  The primary purpose of your meeting is what
   do you want to be different by the end of it. 
   If that’s nothing, then don’t have the meeting!
2. Frame your agenda as a set of questions.  To create a different situation or to make a
   decision by the end of the meeting, a set of questions gives a different focus
   to the time you spend in a group.  By
   doing this, it will be easier to determine who needs to be there.
3. Be aware that meetings are a way of imposing yourself
   on others and so be respectful to your colleagues.  In our busy lives, time is the best gift you
   can give to anyone.  It’s ok to exclude someone
   if they are not connected to the purpose of your meeting. 
4. Consider the time you need to deal with your
   purpose.  Most meetings are set for an
   hour, because that’s how our calendars work – it’s the default setting!  In fact, there’s been research that says cutting
   the time you actually need makes a meeting more focused.
5. Remember that your meeting starts when the
   invitation is sent.  Depending on the
   purpose, consider inviting your attendees to carry out some work before you
   meet.  Perhaps pair or group the
   attendees to work on a particular question on the agenda.
6. Host your meeting generously.  Spend the first few minutes asking the
   attendees how they are – what’s gone well, are there any issues.  Then connect them with the purpose of the
   meeting – keep the focus on what you want to be different by the end of your time
   together.    
7. During the meeting collectively deal with its
   purpose.  Allow everyone time to interact
   and give their views, whether positive or negative.  Keep everyone engaged – how about bringing
   snacks or getting attendees to move seats. 
   A group working through an issue together creates better more genuine
   solutions than someone working alone.
8. Ask for feedback after your meeting – feelings
   from bad meetings can carry on outside the meeting room.  Use anonymous surveys to raise issues or ask how
   the meeting scored out of ten. 
9. Remember not everything is worthy of a meeting –
   time is precious, use it wisely to get more of what you want, when you want it.

Meetings are a huge part of our lives, and by making a few changes, they
can be more productive, effective and a good use of your time.

The Business Tamer offers an experienced and professional
meeting secretary service.  If your
meetings need help, get in touch on hello@businesstamer.co.uk
or 0207 294 7599.