By George Armstrong (This image is from the FEMA Photo Library.) [Public domain], via Wikimedia Commons
Ever find yourself in the endless meeting? You know the one I mean – you have no idea why you’re there and nothing is getting accomplished. You’re there simply for the sake of checking off the weekly to-do list. The truth is that you can have a productive meeting if you know what to do. If you are responsible for the weekly staff get-together, here are some tips that may help you be more successful.
Make sure your meeting has a purpose
This may seem like a no-brainer but oftentimes people have no idea why they are meeting. One way to help set expectations is to decide before hand what type of outcome you want to achieve. Your expected outcome will help define what type of meeting to hold. If you have information to give but want to hold off discussion at a later time; let the team know that. If you expect a group decision, let them know their participation is welcomed and expected. Do you want group input and feedback? Will there be activities involved? These questions will help determine not only who needs to attend but also things like: room layout, resources needed and how long to meet. The point here is that the better prepared everyone is – the more successful you’ll be.
Publish an agenda
Now that you know why the meeting is happening, let others in on the secret. Prepare an agenda and hand it out before the day of the meeting. If the agenda is presented the day of the meeting (or worse yet, at the meeting) it is too late for the participants to prepare. Lack of preparation means lack of engagement.
Vary settings for a change of pace
Do you have to hold your meeting in the conference room? Your setting can influence your outcome. Do you want an open discussion when managers are in the room with direct reports and senior leaders? Get rid of the conference room and place the chairs in a circle (Remember the legend of the Knights of the Round Table). If you are giving instruction – use a traditional classroom setup with you at the front and chairs in rows. But what if you want to brainstorm and foster creativity? Try taking the meeting outside. Another tip to get participation going? Bring snacks. You don’t have to go all out. I’ve seen a bowl of candy in the middle of the table work wonders for the simple fact that people are more comfortable talking when they’re breaking bread together.
Increase participation by using icebreakers
If you’re looking for participation and creativity, start your meeting with an icebreaker of some sort to loosen people up. While the activity can be tied to the meeting topic, I suggest you go with something completely unrelated. The idea is to get people interacting and thinking.
Start and end on time
Assign a timekeeper and stick to your schedule. People will love you for it. Leave time at the end for a quick debrief. Ask people what they liked and didn’t like about the meeting and the way it was conducted. Use the list to improve your style and you’ll find that your meetings will become more energized and maybe even enjoyable.