Strategies to Conduct Productive Meetings Supported by Research Findings
Unhappy with those lengthy, unproductive meetings? You're not alone! Research shows that approximately half of meeting time goes to waste, totaling around $37 billion annually.
No surprise there, right? With no clear direction, leadership, or organization, tedious meetings can drag on forever. But fear not! A successful meeting can leave everyone feeling organized, motivated, and crystal clear on tasks for the upcoming days or weeks.
To ensure your meeting is a hit, you'll need a solid framework and time management strategy to steer the discussion in the right direction. Here's how to run a meeting that gets results:
The Keys to an Effective Meeting
Humans are social creatures. Meeting up in groups or "tribal" gatherings has been a constant since prehistoric times, discussed everything from business to family matters. And it still holds true today, especially in the workplace, where meetings shape both cultural and strategic frameworks.
Well-organized meetings play essential roles in teamwork and productivity. Let's dive into the 6 time-tested strategies for planning and hosting a successful meeting:
Define the Meeting's Objective
Never wondered why you were even invited to a meeting? A clear objective is crucial for successful meetings. Without one, there's no reason to hold a meeting in the first place.
When setting up a strategic meeting (like project planning, problem-solving, goal-setting, decision-making, or mapping a customer journey), establish specific, actionable goals. This will become your guiding purpose throughout the meeting.
Create an Agenda and Calendar Invites
Think of your agenda like a compass pointing toward your objective. Without it, you might feel like you're lost at sea. Planning your meeting agenda beforehand ensures everyone stays aligned and focused.
Keep your agenda simple and be mindful of time constraints. Break your agenda into small, manageable sections, and allot a specific amount of time for each item. This demonstrates strong leadership and saves precious time.
Foster a Collaborative Environment
Collaboration thrives in a safe and comfortable setting. To create such an environment, outline clear guidelines, promote equal participation, and build trust among your team members.
Invite the Right Attendees and Assign Roles
Meetings can be costly and time-consuming, so only invite those who are essential to achieving the meeting's objective. For example, a project management meeting requires key stakeholders from each department or project unit.
Appoint roles such as facilitator, presenter, note-taker, and timekeeper to keep the meeting focused and productive.
Keep Discussions on Track
The best meetings remain disciplined and attentive. While brainstorming and collaboration are important, stick to the main topic, avoiding distractions and unnecessary conversations.
Establish Actions, Owners, and Timelines
Before the meeting concludes, ensure everyone knows what actions are expected, who's responsible for these tasks, and when they must be completed. This crystal clear follow-up plan is the key difference between a successful and ineffective meeting.
So, ditch those lengthy, unproductive meetings and put these strategies to work! Plan and host meetings that drive action, boost productivity, and empower your team toward your business goals.
- With a clear objective, well-organized agenda, and assigned roles, effective meetings can foster collaboration, boost productivity, and drive action towards achieving business goals.
- In order to avoid wasting valuable time and resources, it's important for leadership to strategically plan and host meetings, ensuring a focus on the main topic, underlined by clear actions, owners, and timelines.
