Effective meetings are crucial for the success of any organization. Here are eight key points to consider when running an effective meeting.
This is a highly stripped-down, high-level version of more extensive training and discussion for directors and C-suite execs at startups that I host through Scaled Enablement.
- Determine if a meeting is necessary: Consider if the issue at hand can be effectively addressed through another means, such as email or an online feedback tool (I’m a huge fan of Loom). Sensitive or complex topics often require face-to-face discussion, though.
- Invite only necessary attendees: Large meetings can be resource-intensive, so it's essential to invite only those necessary for the discussion. Delegates from various departments can be used to represent the interests of their team and report back on any decisions made.
- Set clear expectations: Know the purpose and goals of the meeting, and have a rough agenda. This will help attendees come prepared and stay on track. It's also important to consider the appropriate length of the meeting - sometimes, a quick 15-minute "scrum" style meeting is sufficient.
- Prepare attendees ahead of time: Consider sending out any necessary background material or assigning pre-homework to attendees before the meeting. This will allow for more productive discussions during the meeting.
- Prewire meetings that involve sensitive or controversial topics: It's often helpful to reach out to key stakeholders before the meeting to address any concerns or objections they may have. This can help prevent any potential conflicts or roadblocks during the meeting itself.
- Make the most of group time: Keep meetings focused and on track by setting a clear agenda and limiting distractions. Encourage active participation and follow up on any action items or next steps.
- Consider the location and atmosphere: Choose a location that is conducive to productive discussions and consider the atmosphere, such as lighting and temperature, that may affect the mood and focus of attendees.
- Follow up on decisions and action items: Follow up on any action items or decisions made after the meeting. This will help ensure that progress is made and the meeting is genuinely effective.
A meeting that’s one-hour long doesn’t just waste an hour. Suppose it wastes the time of everyone in that room and prep time. If a meeting of 20 individuals is deemed a waste, that’s half a work week that’s down the drain, not even factoring in the time it took to prep for the meeting.
Why are they there if someone has no updates, shares no feedback, has no questions, and isn’t a stakeholder?