CHICAGO–Not too many people enjoy wasting time in meetings, even though studies show managers spend approximately 35% to 50% of their worktime doing just that. But meeting can be made more effective, and one person has offered “seven tips on making meetings matter.”
Writing on SeapointCenter.com, Jesse Lyn Stoner acknowledges there is a problem within many organization when it comes to meetings, but writes, “Instead of blaming your team, take a look at why they aren’t interested. Holding a meeting to share information is not a good reason to meet. You can use easily use technology and project management tools for that. Why are you holding meetings?”
According to Stoner, the only good reason for a team to meet is “to build and tap into collective wisdom. A common perspective and big picture view emerges where team members feel responsible for the success of the team, not just their individual area of responsibility.”
The Seven Tips
Stoner offered these seven tips for holding “engaging meetings that matter.”
- Create a focused agenda, where the purpose of the meeting is clear and each item on the agenda supports the purpose. Ensure each item really needs to be included in the meeting and can’t just as easily be shared via email or technology.
- For each agenda item, identify the conversation that needs to occur and what decisions need to be made.
- As a team, identify and agree on clear norms around attention and participation. If an agreement is broken, address it, don’t ignore it.
- Share leadership. Encourage team members to take responsibility for leading the conversation on agenda topics that are relevant to them.
- Help team members develop effective communication skills, especially in listening for understandingand how to make a point without hogging the spotlight.
- Document and review next steps. People are more invested when they know something is going to happen as a result of the meeting.
- End on time! “This might seem like a small thing, but it demonstrates that you value everyone’s time. And it forces you to stay focused and not waste time during the meeting,” wrote Stoner.