Making Meetings Work

Meetings often seem like a waste of time, but if you know how to use them, they can be very powerful tools.

Before the meeting

Is the meeting necessary? For instance, do you need the group to provide information or advice? Do you need to share information with the whole group?

Identify the meeting’s objective and process. Is it to solve a problem, reach a decision, or some other outcome? How do you propose this be achieved?

Involve the right people — those who can provide relevant input or make decisions.

Provide an agenda in advance outlining the meeting’s purpose and desired outcomes.

Sound out key participants in advance — find out their initial thoughts and discuss any ideas you’d like them to share at the meeting.

Prepare for the discussion — gather relevant documents and data and circulate relevant background information to other participants.

During the meeting

Establish the meeting’s purpose and objective early on to help minimise digressions.

Make sure everyone has a say — control interrupters and dominators and make it possible for quieter people to contribute.

Gain closure on each issue — be it by vote, group consensus, or leader decision

End the meeting with an action and communication plan — what were the outcomes? Who is responsible for any tasks? When must they be completed?

After the meeting

Follow up quickly with a memo containing minutes of the key points discussed, decisions made, action plan and follow up time.

Provide promised resources and act on your decisions — as quickly as possible.

Meetings are just one component of the engine that drives a business. Knowing when to meet, and just as important, how to meet, can make meetings efficient, effective, and maybe even fun — saving money and sanity alike.