Do you find yourself gritting your teeth at the thought of attending another meeting at work? Or perhaps you’ve heard others complain about what a waste of time the meetings are and now you have to hold one of these meetings of your own! How can you engage people who are right about what a waste of time and money most meetings actually are?
Maybe these meetings are such poor performers because nearly 80% of those who put on these meetings have no training in how to prepare or plan to reach goals of a meeting.
So how do you create meetings that are well-managed, effective for communication within the organization? By following these Meeting TIPS, you too can have meetings in which important decisions are made, ideas are generated, and information is shared.
Why Is It Important to Have a Meeting?
Share Information
Meetings provide a place where individual information and experience can be pooled. The group revises, updates, and adds to what it knows collectively.
Set Goals
Meetings help every member of the team understand the goals and objectives of the group and how their individual efforts will affect those objectives.
Gain Commitment
Meetings gain consensus on decisions and foster commitment. An agreement and sense of responsibility to implement and support the decisions is created.
Create Group Identity
Meetings define the team. Those present belong to the team; those absent do not. Participants develop a sense of collective identity.
Team Relations
Meetings are often the only occasion where the group works as a team.
Status Arena
Meetings give group members a chance to determine their relative status.
How to Have an Effective Meetings?
- Need:
Hold only those meetings for which there is a demonstrated need. Meetings are ideal when you need to solve problems that are complex or affect many people, exchange technical information, or explain a complex policy, procedure, or situation.
- Purpose:
Every meeting must have specific, stated objectives and a broad purpose. Attendees need to know the meeting topics beforehand, in writing, so that they can come prepared.
- Attendees:
Invite only attendees who can contribute or who have a serious need to know. The ideal size for a working meeting is 5-7 people.
- Agenda:
Agendas are an absolute must for every meeting. A good meeting agenda addresses issues in order of importance and allocates time to each issue.
- Choose a good meeting place:
It should be free from distractions and interruptions.
- Start and end on time:
This sends a message to participants that their time is respected and that they are expected to respect the meeting time. Avoid “recapping” for latecomers.
- Stick to the agenda:
Although you want to encourage participation, new issues should be noted and held over for a later meeting.
- Encourage participation:
Be sure to add action items that will encourage engagement and unlock creativity. Attendees should feel free to offer opinions or suggestions openly.
- Maintain a balanced, controlled discussion:
Do not let any one person dominate the meeting.
- Summarize and distribute minutes:
Recap the decisions and any actions planned as a result of the meeting and make sure that each attendee receives written meeting notes no later than two days following the meeting.
Ways to Close a Meeting Politely and Positively
Ending a meeting can feel like trying to land a plane smoothly—it doesn’t always go perfectly, does it? Maybe there’s that awkward pause as you glance around the room or a slight back-and-forth over when the next meeting should be. Did we really cover everything? And what about the meeting notes—are they detailed enough or missing something crucial? Stop meeting may seem straightforward, but wrapping things up effectively takes more finesse than it appears. Here are some ways to do it efficiently and politely:
Check for Completion
Before wrapping up, pause for a moment—is there anything left unsaid? Perhaps a lingering question or an overlooked point? Meetings, like conversations, can meander; loose ends happen. Think of it as reviewing a shopping list—did you grab everything? Encouraging this quick reflection ensures clarity, so everyone leaves feeling connected and on the same page.
Assign Tasks With Due Dates
Before you call it a wrap, take a moment to breathe—did anything slip through the cracks? Maybe a forgotten question or a point that didn’t quite land. Meetings can zigzag, like finding your way in a new city; it’s easy to miss a turn. This quick pause helps tie up loose ends, ensuring everyone walks away aligned.
Recap the Main Points
Before concluding, take a moment to revisit. Is there an unanswered question lingering? A small idea overlooked? Meetings, like mixing a recipe, can sometimes skip a step. A quick recap helps uncover any gaps. It’s a simple check, but it ensures everyone departs aligned, avoiding those “Wait, did we forget…?” moments later on.
Show Appreciation to Participants
Before saying goodbye, take a moment to recognize the effort in the room. Did someone spark a great idea? Maybe a quiet voice found its moment. Even quick meetings are like team sports—everyone contributes, even if it’s subtle. Acknowledging this isn’t just kind; it leaves people feeling valued, like getting a warm wave after holding open a door.
The Benefits of Reducing Unnecessary Meetings
Cutting back on unnecessary meetings isn’t just about saving time; it’s about reclaiming focus. Think about it—how often does a meeting drift, like a TV episode that overstays its welcome? Small pauses or detours create ripple effects, pulling attention from meaningful work. Reducing these moments isn’t perfection; it’s practical. It’s like tidying a cluttered room—not flawless, but functional. By trimming what doesn’t add value, you leave space for sharper conversations and clearer, more impactful collaboration.
FAQs
Why should we hold only necessary meetings?
Holding only necessary meetings isn’t about eliminating flaws—it’s about balance. Meetings, like conversations at a crowded dinner table, should stay focused yet flexible. A wandering agenda or awkward silence? That’s okay. It’s the unnecessary clutter that trips us. Fewer, clearer meetings allow space for ideas to breathe and teamwork to thrive.
What role does meeting facilitation play in productivity?
Facilitating meetings doesn’t mean chasing perfection; it’s about guiding flow. Imagine hosting a group dinner—some pauses, laughs, or overlapping chatter feel natural. But too much chaos? Disruptive. A good facilitator balances structure with spontaneity, ensuring discussions progress meaningfully, like a well-paced conversation rather than a tangled, buzzing mess.
What constitutes a well-defined meeting purpose?
A well-defined meeting purpose is like setting a destination before a trip—clear, yet flexible for a few detours. It’s okay if discussions pause or diverge slightly. What matters is progress, not perfection, ensuring every participant understands the goal.
Author of 31 books translated into over 50 languages, including best-sellers "The NEW Art of Managing People" and "The Platinum Rule," Dr. Alessandra helps organizations build stronger relationships with prospects, customers, and co-workers.
When not developing new assessment tools, Tony explores cutting-edge business communication trends. Connect with Dr. Alessandra on LinkedIn to learn how his innovative approaches can boost your team's performance.
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