At some point in your career you will need to lead a meeting. You may be asked to fill in for your boss. You may even find the need to organize a meeting to advocate for a particular cause.
Leading meetings can be a game changer for your career because of the skills you develop. As you learn to convene groups of people; whether it is in the workplace, in civic clubs, business conferences or the like, presenting ideas in an organized way and rallying people behind ideas will demonstrate your potential leadership in moving businesses and causes forward.
As you may know, meetings are a cornerstone of organizational communication and decision-making. However, many teams struggle with unproductive meetings that drain time and energy. How many times have you been in a meeting that never seems to end? Have you ever asked yourself at any point of the meeting,” why am I here again?” With the rise of remote and hybrid work, meetings have become even more numerous and challenging. There are four strategies to make your meetings more effective and achieve the aim you seek.
Proactively Aim to Keep the Meeting on Track
One of the biggest pitfalls of ineffective meetings is the lack of clear objectives. To avoid this, it’s essential to clearly outline the goal of the meeting. Are you looking to make decisions, brainstorm ideas, or provide updates? Knowing the purpose helps keep the meeting on track.
Second, develop an agenda that provides a roadmap for the meeting. Share it with participants at least 24 hours in advance, so they know what to expect and can come prepared.
Maintain Inclusive Participation and Focus
Engaged participants contribute to productive meetings. Keeping everyone on track starts with inviting the right people. Only include those whose presence is essential to the core work. Too many participants can lead to distractions and off-topic discussions. One guide to help you identify the core members is the RACI matrix. Invite those who are: directly (R)esponsible for the work product or (A)ccountable for the outcomes. Include those who need to be (C)onsulted for their expertise or background or (I)nformed as the decision may impact their work.
Encourage participation so everyone can share their thoughts and ideas. Use techniques like round-robin or open-floor discussions to ensure all voices are heard. Make efforts to stay on topic throughout the meeting. Assign a facilitator to guide the discussion and prevent deviations from the agenda. If off-topic issues arise, note them down for future discussion.
Value Attendees’ Time
Time is a valuable resource and managing it well during meetings is crucial. Respect attendees’ schedules by starting and ending the meeting as planned. This shows that you value their time and promotes punctuality. Specify how much time will be spent on each topic. This helps prevent any single issue from monopolizing the meeting. Tools like timers or agenda-tracking apps can help keep the meeting on schedule. Click here to read our article about the Pomodoro Technique-an effective time management tool.
Integrate Technology to Enhance Meeting Experiences
Remote and hybrid meetings come with their own set of challenges. Choose meeting platforms like Zoom, Go to Meeting, Microsoft Teams that offer stable connections and features like screen sharing, recording, and breakout rooms. Test equipment and software before the meeting. Provide attendees with guidelines on how to join and use the meeting tools. Use features like polls, chat, and virtual hand-raising to keep remote attendees engaged. Visual aids like slides or shared documents can also enhance understanding and participation.
Final Thoughts
Running effective meetings is crucial for productivity and team cohesion. By setting clear goals, encouraging participation, managing time efficiently, and leveraging technology, you can transform your meetings into valuable and productive sessions. Implement these strategies to ensure your meetings are purposeful, engaging, and a driving force for your organization’s success.
