As a conference facilitator, I often find myself discussing an upcoming event with a client. We are literally having a meeting about a meeting!
Whilst this is a somewhat embarrassing confession, I justify it by adhering to some simple but effective meeting guidelines:
- Arrive prepared
- Start on time
- Finish early
- Clarify objectives at the outset
- Review achievements at the close
When meeting repeatedly with a project team, I seek to agree on some meeting behaviours, for example:
- One person will speak at a time. We will not interrupt or speak over others.
- Comments will be brief and contribute to the debate.
- We will speak openly, honestly and with kindness.
- If a session becomes unproductive, we will say so at the time.
- If we can’t usefully contribute, we will leave the meeting.
For many businesses, employees’ time is their currency, yet inordinate amounts of time are wasted in badly led meetings. When five people meet for an hour, the company is investing 5 hours of this currency into an issue which may be resolvable with a two person phone call. It is not by chance that some of the world’s most successful organisations have a culture which places great value on well led meetings:
Apple – focuses on simplicity with clear agendas, concrete action and concise communication
Amazon – famously starts strategy discussions with 30 minutes of silent reading. And reportedly limits the number of attendees to no more than could be fed from two large pizzas
37 Signals – probably the world’s most profitable software company seeks to minimise meetings through use of asynchronous written communication. Only meeting to resolve a stalemate.
Google – values data over debate to drive decisions
If you feel your organisation could be improved by raising the standard of your meetings, we’d love to help. Send us an email or give us a ring on 01920 822 220.
