A study by Harvard Business Review revealed that 58% of our time is spent in meetings.
What-the-what?!
That is twice as much as the 1960s.
Today we are going to fix that by showing you:
‘The Perfect Meeting.'
Personally, my favorite is no meetings.
But if you are going to have them - make them productive.
Let’s deep dive into how to do this!
Start on Time
What it is: Initiating meetings at the agreed-upon time.
Why it is important: Shows respect for participants' time and maintains meeting discipline.
Actionable Step 1: Send calendar invites with a clear start time.
Actionable Step 2: Begin the meeting at the exact time, regardless of latecomers.
Small Groups
What it is: Limiting the number of meeting attendees.
Why it is important: Facilitates more effective communication and decision-making.
Actionable Step 1: Apply the 'two pizza rule' – if two pizzas wouldn't feed the group, it's too large.
Actionable Step 2: Split large meetings into smaller, focused groups if necessary.
Defined Agenda
What it is: A clear outline of topics and objectives for the meeting.
Why it is important: Keeps the meeting structured and on-track.
Actionable Step 1: Distribute an agenda before the meeting with time allocations.
Actionable Step 2: Stick strictly to the agenda during the meeting to avoid overruns.
Leaders Go Last
What it is: Having leaders contribute their thoughts after others have spoken.
Why it is important: Encourages a variety of perspectives and avoids biasing the discussion.
Actionable Step 1: Establish a speaking order that allows others to speak before leaders.
Actionable Step 2: Leaders should actively listen and encourage others before giving their input.
Live Polls
What it is: Real-time voting or feedback collection during meetings.
Why it is important: Provides immediate engagement and expedites decisions.
Actionable Step 1: Use digital tools to set up polls prior to the meeting.
Actionable Step 2: Integrate poll results live into the meeting flow to guide discussions.
Stand-Up Format
What it is: Holding meetings where participants stand to encourage brevity.
Why it is important: Promotes quick updates and keeps meetings short and focused.
Actionable Step 1: Schedule regular stand-up meetings for quick updates.
Actionable Step 2: Enforce a time limit for each speaker to maintain pace.
Silent Brainstorming
What it is: Individuals write down ideas before sharing with the group.
Why it is important: Leads to a wider range of ideas and prevents anchoring on early suggestions.
Actionable Step 1: Allocate time for individual idea generation without discussion.
Actionable Step 2: Collect all ideas anonymously and discuss them as a group afterward.
Tech Check
What it is: Verifying that all necessary technology works before the meeting starts.
Why it is important: Avoids delays and maintains a professional atmosphere.
Actionable Step 1: Test all technology, including conference links and presentation tools, before the meeting.
Actionable Step 2: Have a backup plan for technological failures to prevent meeting disruption.
Adding 4 More Pro Tips!
No Interruptions
What it is: Respecting the speaker’s time and attention by avoiding distractions or disruptions.
Why it is important: It improves communication, builds rapport, and prevents misunderstandings.
Actionable Step 1: Turn off or mute any devices or notifications that could interrupt the meeting.
Actionable Step 2: Use a hand signal or a chat function to indicate when you want to speak or ask a question.
Action Items
What it is: Assigning specific tasks or deliverables to attendees with clear deadlines and expectations.
Why it is important: It ensures accountability, follow-up, and progress towards the meeting goals.
Actionable Step 1: Summarize the action items at the end of the meeting and confirm who is responsible for each one.
Actionable Step 2: Send out a written recap of the action items and deadlines to all attendees and stakeholders.
End Early
What it is: Finishing meetings before the scheduled time to allow for buffer or transition time.
Why it is important: It boosts morale, productivity, and efficiency by avoiding meeting fatigue or stress.
Actionable Step 1: Stick to the agenda and avoid going off-topic or over time.
Actionable Step 2: Schedule meetings with enough gaps between them to allow for breaks or other work.
Follow Up
What it is: Communicating with attendees after the meeting to provide feedback, updates, or support.
Why it is important: It reinforces the meeting outcomes, strengthens relationships, and monitors progress.
Actionable Step 1: Send out a thank-you note to all attendees and acknowledge their contributions.
Actionable Step 2: Check in regularly with the action item owners and offer assistance or guidance if needed.
Small Groups
My product team meetings had become sluggish and unproductive.
With over 20 members trying to contribute, discussions were unfocused, and decision-making was slow.
I noticed team members were feeling overwhelmed and disconnected, often multitasking during the meetings because they felt their voices weren't heard among the crowd.
I decided to restructure the meetings using the 'two pizza rule.'
We split the large team into smaller groups, each focused on specific areas of the product.
By creating an agenda for each small group and ensuring that no group was larger than what two pizzas could feed (about 6-8 people), each member's input became more valuable.
Decisions were made quicker, and the overall morale improved as everyone had a chance to be heard.
Leaders Go Last
At a company I was helping I repeatedly noticed during their meeting that once the senior manager shared their thoughts, the conversation became one-sided.
Subsequent contributions often echoed the leader's sentiments rather than presenting new ideas.
This pattern stifled innovation and made the less experienced team members hesitant to share their unique perspectives.
In the next meeting, I suggested a change in the format.
I asked the leaders to hold their comments until everyone else had the opportunity to speak.
This approach not only led to a richer diversity of ideas but also encouraged a culture of equality where every contribution was valued.
The leaders, going last, were able to provide feedback that was informed by a broader range of insights, fostering a more collaborative and innovative environment.
Here's how you can make it real over the next 4 days:
Day 1: Preparation
Schedule a meeting for Day 4. Send out a clear agenda with a start and end time. Ensure there's a defined purpose and intended outcome.
ChatGPT Prompt to Help: "I am preparing an agenda for a meeting regarding [insert topic]. Identify the top three goals we should aim to achieve from this meeting and outline a clear agenda that aligns with these goals.”
Day 2: Inclusivity
Reach out to each intended participant individually. Encourage them to think about and note down any input or ideas they'd like to contribute.
ChatGPT Prompt to Help: "I have a team meeting coming up with 6-8 attendees, and I need to ensure everyone's voice is heard, especially those who are usually quieter. Draft a participation plan that encourages equal opportunity for input and includes a method for quieter team members to contribute their ideas."
Day 3: Technology and Structure
Do a tech check to ensure all systems and software needed for the meeting are working. Plan a structure that allows for a stand-up or brief update format.
ChatGPT Prompt to Help: "For my upcoming [insert meeting topic], I need to keep discussions focused and on schedule. Construct a set of facilitation guidelines that will help me manage time effectively, address off-topic discussions, and ensure the meeting adheres to the agenda."
Day 4: Execution and Follow-Up
Conduct the meeting as planned.
Start on time, encourage silent brainstorming, allow leaders to speak last, and use live polls if possible.
After the meeting, send out a quick survey or poll for feedback.
ChatGPT Prompt to Help: "In our last meeting, several action items were identified but not clearly assigned. Write a follow-up plan that details each action item, assigns responsibility to specific team members, sets deadlines for completion, and schedules a check-in meeting to review progress."
As you work towards meeting mastery, remember the power of incremental change.
Keep aiming for those perfect meetings, and the results will speak for themselves!
When you have meetings - meet with intention, where every voice has the power to stir innovation and every moment is an opportunity to lead with impact.
Strive not for perfect conversations, but for conversations that perfect your work, your teams, and your visions.
Your next meeting could be the catalyst for change.
Make it count.
Until next week and with lots of love,
Justin