From Dull to Dynamic: 7 Meeting Makeover Tips

There’s nothing worse than looking back on your work week and realizing you’ve spent most of it in unproductive meetings. Sure, some meetings are necessary for collaboration and decision-making. But let’s be honest – many of them are time-wasters that could have been an email. As our ability to achieve our weekly objectives compounds over time, so does the negative impact of poorly run meetings. So you can see how ineffective meetings can leave you in a much worse position as their effects compound over time too.

Many of the ideas and tips mentioned in this blog come from my reading and listening to various productivity experts, combined with my own experiences of hosting and attending countless meetings. Let’s dive into understanding what makes meetings effective and how we can make the most of them.

Part 1 – Understanding What Makes Meetings Effective

A Communication and Decision-Making Tool

Meetings, at their core, are a tool for communication and decision-making. When used correctly, they can align teams, solve problems, and drive projects forward. However, when misused, they become a drain on time and resources.

Think of meetings as the connective tissue of your organization. They’re where ideas collide, decisions are made, and teams align. But just like any tool, their effectiveness depends on how they’re used. A well-run meeting can energize a team and propel a project forward, while a poorly managed one can leave everyone feeling drained and confused.

The Cost of Meetings

It’s crucial to understand that meetings have a real cost. Every person in that room represents time that could be spent on other tasks. A one-hour meeting with ten people is actually a ten-hour investment for the company. Keeping this in mind helps us be more intentional about when and how we use meetings.

Let’s break this down further. If the average salary of your team members is £50 per hour, that one-hour meeting with ten people just cost your company £500. Now, multiply that by the number of meetings held each week, and you’ll quickly see why it’s so important to make every meeting count.

But the cost isn’t just financial. There’s also an opportunity cost. Every minute spent in an unnecessary meeting is a minute not spent on productive work, creative thinking, or much-needed downtime. This is why it’s so crucial to make our meetings as effective as possible.

Part 2 – Hosting Effective Meetings

1. Have a Clear Purpose and Agenda

Before you even think about scheduling a meeting, ask yourself: “What’s the purpose of this meeting? What do we need to achieve?” Once you have a clear purpose, create a detailed agenda and share it with participants beforehand. This allows everyone to come prepared and keeps the meeting focused.

A good agenda isn’t just a list of topics. It should include:

– The meeting’s objective

– Topics to be discussed, with time allocations for each

– Any pre-work required from participants

– Desired outcomes or decisions to be made

By sharing this agenda in advance, you’re not only helping participants prepare, but you’re also giving them the opportunity to contribute to the agenda. They might have additional points to add or insights that could shape the discussion.

2. Invite Only Essential Participants

Be ruthless about your guest list. Only invite people who absolutely need to be there. For others who might benefit from the information, consider sending them the minutes afterward. Remember, every additional person multiplies the cost of the meeting.

When deciding who to invite, ask yourself these questions:

– Who needs to provide input for decisions to be made?

– Who has the expertise required for the topics at hand?

– Who will be directly impacted by the meeting’s outcomes?

If someone doesn’t fit into one of these categories, they probably don’t need to be there. Remember, you can always share the meeting notes with them afterward.

3. Start and End on Time

Respect everyone’s time by starting and ending meetings punctually. This sets a professional tone and ensures that people can plan their day effectively. If you consistently run over time, people will start to dread your meetings.

Starting on time can be challenging, especially if you’re waiting for latecomers. But here’s a tip: start the meeting on time, even if not everyone has arrived. This sends a clear message that punctuality is valued and expected. As for ending on time, it’s helpful to set a timer or assign someone to be the timekeeper. This person can give warnings when you’re nearing the end of the allotted time for each agenda item.

4. Encourage Active Participation

A meeting where one person talks and everyone else listens is rarely effective. Encourage participation by asking questions, soliciting opinions, and creating an environment where everyone feels comfortable contributing. This not only leads to better decisions but also increases engagement and buy-in.

Here are some strategies to boost participation:

– Use round-robin techniques to ensure everyone gets a chance to speak

– Employ brainstorming sessions or breakout groups for larger meetings

– Use digital tools for anonymous input if some team members are shy about speaking up

– Ask open-ended questions to stimulate discussion

Remember, the goal is to tap into the collective intelligence of your team. The more perspectives you can gather, the richer your discussion will be.

5. Use Technology Wisely

In our digital age, technology can be a great asset in meetings – when used correctly. Use tools like shared screens for presentations, collaborative documents for real-time note-taking, or voting systems for quick decision-making. However, be wary of tech issues eating into your meeting time. Always have a backup plan.

Let’s dive deeper into how technology can enhance your meetings:

Video Conferencing Tools

Platforms like Zoom, Microsoft Teams, or Google Meet have become indispensable for remote and hybrid teams. They allow for face-to-face interaction regardless of physical location. When using these tools:

– Ensure all participants know how to use the platform

– Test your audio and video before the meeting

– Use features like breakout rooms for small group discussions

– Leverage built-in polls for quick feedback or decision-making

Collaborative Whiteboards

Tools like Miro, Mural, or Google Jamboard provide a shared visual space for brainstorming and ideation. These can be particularly useful for:

– Mind mapping

– Process flowcharts

– Project timelines

– Collecting and organizing ideas from all participants

Project Management Tools

Integrating your meetings with project management tools like Asana, Trello, or Jira can help tie discussions directly to actionable tasks. You can:

– Review project progress in real-time

– Assign tasks directly from the meeting

– Set deadlines and priorities collaboratively

Note-Taking and Documentation

Shared documents (like Google Docs or Microsoft OneNote) allow for collaborative note-taking. This ensures that:

– All participants have access to the same information

– Notes can be taken in real-time, reducing post-meeting admin work

– Action items can be clearly documented and assigned

Audience Engagement Tools

For larger meetings or presentations, tools like Slido or Mentimeter can help engage your audience through:

– Live polls

– Q&A sessions

– Word clouds for collecting ideas

While these tools can greatly enhance your meetings, remember that technology should facilitate, not dominate. Always prioritize clear communication and effective collaboration over flashy features. And as mentioned earlier, always have a low-tech backup plan in case of technical difficulties.

6. End with Clear Action Items

Never end a meeting without clear next steps. Assign tasks, set deadlines, and make sure everyone knows what they’re responsible for. Send out a summary of these action items shortly after the meeting to reinforce accountability.

However, it’s crucial to be selective and realistic about the action items you assign. Not every idea or suggestion that comes up in a meeting needs to be turned into a task. Here’s why:

The Importance of Prioritization

In any productive meeting, numerous ideas and potential actions will be discussed. However, trying to act on every single one of these can lead to overwhelm and, paradoxically, reduced productivity. Instead:

– Focus on the most important and impactful actions

– Ensure each action directly contributes to the meeting’s original purpose

– Consider the current workload and capacity of your team members

Quality Over Quantity

It’s better to have a few well-defined, important actions that get completed than a long list of tasks that never see the light of day. When assigning actions:

– Be specific about what needs to be done

– Set clear, realistic deadlines

– Ensure the person assigned to the task has the necessary resources and authority to complete it

Follow-Up and Accountability

For the actions you do assign, make sure there’s a system for follow-up. This could involve:

– Regular check-ins on progress

– A shared task list or project management tool where progress can be updated

– A brief review of previous action items at the start of the next meeting

Remember, the goal is not to create busy work, but to move your projects and objectives forward in a meaningful way. By being selective with your action items, you ensure that the time spent in meetings translates into real progress.

7. Mastering Ideation Meetings: Fostering Innovation

While we’ve covered general meeting best practices, ideation meetings deserve special attention. These are the breeding grounds for innovation, where new ideas are born and creative solutions emerge. Let’s dive into how to make these meetings truly effective.

Creating the Right Environment

Innovation doesn’t happen in a vacuum. The environment you create for your ideation meetings can make or break their success. Here’s what you need to consider:

1. Physical Space: If you’re meeting in person, choose a room that’s conducive to creativity. Think open spaces, natural light, and comfortable seating. Have whiteboards or large sheets of paper available for visual brainstorming.

 

2. Psychological Safety: This is crucial. Team members need to feel safe sharing their ideas without fear of ridicule or judgment. Foster an atmosphere where all ideas are welcomed and wild thoughts are encouraged.

 

3. Diverse Perspectives: Invite people from different departments or backgrounds. Fresh eyes can bring new angles to a problem.

 

4. Time: Creativity can’t be rushed. Schedule enough time for ideas to marinate and evolve. Consider breaking longer sessions into chunks with breaks in between to prevent mental fatigue.

 

Techniques for Effective Ideation

Now that you’ve set the stage, here are some techniques to get those creative juices flowing:

1. Brainstorming: The classic technique. Encourage quantity over quality initially. No idea is too wild at this stage.

 

2. Mind Mapping: Start with a central concept and branch out. This visual technique can help connect ideas in unexpected ways.

 

3. Six Thinking Hats: Developed by Edward de Bono, this technique involves looking at a problem from six different perspectives (fact-based, emotion-based, critical, optimistic, creative, and process-managing).

 

4. SCAMPER: This acronym stands for Substitute, Combine, Adapt, Modify, Put to another use, Eliminate, and Reverse. Use these prompts to generate new ideas from existing concepts.

 

5. Silent Brainstorming: Give everyone time to write down their ideas silently before sharing. This prevents groupthink and gives introverts a chance to shine.

Facilitating Innovation

As the meeting leader, your role is crucial in facilitating innovation. Here’s how you can make it happen:

1. Set Clear Goals: While ideation should be free-flowing, having a clear objective helps focus the creativity.

 

2. Encourage Wild Ideas: Make it clear that at this stage, there are no bad ideas. The wilder, the better. You can evaluate feasibility later.

 

3. Build on Ideas: Encourage participants to build on each other’s ideas. “Yes, and…” is a powerful phrase in ideation sessions.

 

4. Manage Energy: Keep an eye on the room’s energy. If it’s flagging, take a break or switch to a new technique.

 

5. Capture Everything: Make sure all ideas are recorded. You never know which seemingly crazy idea might lead to a breakthrough later.

After the Ideation Meeting

The work doesn’t stop when the meeting ends. Here’s what to do next:

1. Organize Ideas: Group similar ideas together and look for themes or patterns.

 

2. Evaluate: Now’s the time to consider feasibility, impact, and alignment with goals.

 

3. Action Plan: Decide which ideas to pursue and create a plan to develop them further.

 

4. Follow Up: Share the outcomes with the team and keep them updated on the progress of their ideas.

 

Remember, innovation is a process, not a one-time event. Regular ideation meetings, combined with a culture that values creativity, can lead to breakthrough innovations that drive your organization forward.

Summary

Hosting effective meetings, whether they’re for decision-making, problem-solving, or ideation, is a skill that can significantly impact your productivity and that of your team. By having a clear purpose, inviting only essential participants, respecting time boundaries, encouraging participation, using technology wisely, ending with clear, prioritized action items, and creating the right conditions for innovation, you can transform your meetings from time-wasters to productivity and creativity boosters.

Remember, the goal isn’t to eliminate meetings entirely – it’s to make them as effective and efficient as possible. With practice and intention, you can create a meeting culture that people actually look forward to, rather than dread.

Keep refining your approach, and don’t be afraid to ask for feedback from participants. After all, continuous improvement is key to mastering any skill – including hosting great meetings and fostering innovation!

Leaving it there,

Cheers,

Alex