Meetings are often inefficient and costly. They take forever. They lack structure or process. The wrong people attend. Some arrive late. People dominate the discussion to get their own viewpoint across. Those who may have valuable contributions to make cannot get a word in.
At any time, one third of the group does not know what is being discussed; one third does know but has lost interest in the outcome; and argument rages amongst the rest, whose only decision may be to set a date to start talking all over again!
Afterwards no-one remembers what was agreed, and the people who do not have another meeting to attend, escape to their desks and some real work with a sigh of relief. Sound familiar?
It does not have to be like this! Use the ten tips below to run meetings where you:
*save time and money
*make better decisions
*ensure commitment to action.
1. Meet with the right people
How many times have you attended meetings where the wrong people were present and the right people were missing? Scrutinise the people who attend your meetings. Be clear on what you expect from each one; then make it clear to them. You might have smaller meetings but you will get much more done!
2. Start on time
If your meetings do not start on time, announce that in future they will start exactly on time, and make sure they do. If there are latecomers do not back track. Instead, ask them to respect the starting time. If that does not work, make it clear to everyone that you will start the next meeting on time. Do so, and lock the door. Most people only have to be locked out once to learn the lesson!
3. Set ground rules
Different types of meeting need to function differently to meet their objectives. Make the purpose of each meeting clear, then set ground rules that will help achieve that purpose. For example, if you are gathering data, a ground rule could be that everyone with input will be heard before possible actions are put forward. If you make ground rules explicit, people know how they should behave.
4. Appoint a gatekeeper
A gatekeeper makes sure that time is allocated to the important issues, not merely the most topical or personally relevant to someone with a loud voice. The gatekeeper has three responsibilities: to agree the agenda with the chairperson of the meeting; to agree priorities and time allocation for each topic; and during the meeting, to signal the chairperson on how time is progressing
The gatekeeper can be anyone with some personal discipline and a timepiece! Meetings with effective gate keeping get through their agendas and free up the chairperson to manage the content of the discussion.
5. Write it down
During the meeting make notes or appoint a note taker. Usually all you need are brief notes on the key points of discussion, actions agreed and the people responsible. At a follow on meeting, start with the action list to ensure continuity and accountability.
6. Stick to the point
Meetings that lose focus are time consuming and frustrating. Use paraphrasing behaviour to keep people on track. First, listen carefully so you understand what is being said. Then interject,Let me check that we have all understood. Next, paraphrase the essence of what was said. Once you have regained control of the conversation, you can redirect it as necessary. Use this one behaviour to maintain focus in a meeting and you will achieve twice as much in half the time.
7. Hear from everyone
If you have the right people at the meeting, make sure you hear what they all have to say. Use names and gestures to invite specific people to speak. Be equally specific in asking others to stay quiet and listen to the contributions.
8. Keep it clear
Summarise as you go along. It keeps the conversation on track and ensures that everyone is clear about what has been said. As the meeting progresses, summarising helps you build up commitments that you can consolidate at the end of the discussion.
9. Look backwards and forwards
There is a great difference between collecting information about an issue and deciding what to do about it. For data collection use questions that seek information. To find solutions, use questions that ask for ideas for action.
10. Build quality solutions
Do not let meetings degenerate into a win-lose fight. It happens when several ideas are put on the table and participants defend their own until one wins. The winner, who probably has the loudest voice, takes all, even though their idea may not be the best. Encourage people to listen to and build onto the ideas of each other so you get commitment to better quality solutions.
Maureen Collins trains people how to handle difficult conversations, on difficult topics, with difficult people in her consulting practice, Straight Talk. She has a B.Sc. degree in Psychology from Edinburgh University and over 25 years of consulting experience. She consults in communication in the workplace. In Straight Talk, Get free Straight Talk Tips. straight-talk.co.za