Effective Meetings: Things to Consider

Earlier this month, we covered Ground Rules for Effective Meetings (view the video here).

Today, we're fleshing out how effective meetings happen (hint:  it's not by accident!).  Having a productive, effective meeting takes a little bit of forethought and planning.

Here are some things to consider before your next meeting that might make for better results.

  Thanks to Tanya Rahman for contributing these thoughts!

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1. Define the meeting objective:  What exactly are we meeting about?

2. Who is invited?

• Who needs to be there? Not everyone under the sun…
• Keeping the numbers to the bare minimum will ensure you are not wasting anyone's time
• Depending on the context, you may need an independent facilitator - someone objective who can keep tempers in check
• Depending on who is invited, you may want to include a dial-in and screen-share option in the meeting

3. Think details

• What information, background or context can I provide to the attendees beforehand?
• How long does the meeting need to be?
• How can you structure the meeting to be the most effective?

4. Location location location

• Is the space large enough?
• Do you have all the props you need? Whiteboard, post-it notes, sharpies
• Have you tested the technology in the room?
• Is the room comfortable enough?  Light, temperature, etc.?

5. Break the ice - people may not know each other well. Name tags, introductions, and/or ice breakers might be needed

6. Encourage participation

• Co-create and explicitly agree on ground rules
• Request people's thoughts before the meeting
•  Make it fun with prompts, flashcards or even role-playing
•  Use Parking Lot to park off-topic items

7. Keep the momentum going: Use open-ended questions to keep it moving

8. Have an open mind - be prepared to be challenged and to challenge other's ideas

• Be flexible
• Open to possibilities
• Things do not always go as planned

9. Review next steps and action points

• Make sure everyone leaves the meeting with tangible action items
• Circulate meeting minutes afterward
• Rate the meeting on Respect, Communication, Participation and Creativity (The four parts of a positive culture that Brene Brown highlights in her new book, Dare to Lead are: Respect, Communication, Participation, and Creativity.)