Meetings have a bad reputation. I have seen many memes and reels, depicting the pointlessness and frustration that accompanies meetings both in person and online. Most people I speak to hate meetings and would happily skip a meeting to keep going with their usual tasks.
I am in the minority - I love a meeting. Being a (sometimes painful) extravert whose main drivers at work is relationships and creativity, the meeting environment is certainly my happy place. Equally, nothing bothers me more than a poorly planned and executed meeting.
Over the years, I have spent a lot of time finessing the art of a good meeting. Good meetings are essential for organizations to invest in. Why? Because the cost of bad meetings is simply too high. Not only in wasted time and opportunity, but also in terms of the impact it has on staff morale and connection.
Shown below is one of the worst results of a bad meeting - it represents a real concern for me as a conflict resolution practitioner. Meetings should create a space for constructive conflict and yet, a common problem in most workplaces is the meeting after the meeting conversation shown below.
An effective meeting should:
solve problems
assist in making decisions
establish action plans
share information in a collaborative manner
boost group connection and morale; and
build synergy and rapport between all those present
When working in groups, the above objectives simply cannot be achieved by a group email chain (no matter how often the reply all button is used).
Here are my top 3 ideas for boosting the effectiveness of meetings
1) Lead with connection - meetings are a space to get to know each other in the group format. Think of how you can include everyone in the meeting space in conversation. If you have someone at the meeting who you do not expect to contribute and simply listen, then unless they are taking notes, they really don't need to be there. Also, on the taking notes point, I would encourage teams look to AI or transcription software, you cannot focus and contribute to a meeting discussion if you are focuses on taking all the notes!
2) Write you agenda as focus questions - this triggers group responses and collaborative problem solving, rather than simply being spoken to. If you can't turn your agenda item into a focus question - then that's a sign it should be in an email.
3) Do not introduce controversial or challenging ideas first in a group meeting setting - take time to speak with key stakeholders individually about significant topics in a meeting that may affect them. Avoid surprising your colleagues in a group environment - no good will ever come from that!
Finally, if you are a leader or manager who is responsible for calling and coordinating meetings, when was the last time you asked your team how they felt about meetings? If you aren't asking how they felt after every meeting, then you are missing out on some very important feedback. I often conduct a random vibe check at the end of meetings. This is simply about checking in with others to see how they felt about the meeting. Was it worthwhile? Did they feel heard? Do they have any outstanding concerns?
If everyone in the room felt the meeting was a waste of time, then please give me a call, I can help you turn your meetings into something more worthwhile!
1) What are the key objectives of an effective meeting?
The key objectives of an effective meeting are to solve problems, assist in making decisions, establish action plans, share information in a collaborative manner, boost group connection and morale, and build synergy and rapport between all those present.
2) How can I boost the effectiveness of my meetings?
To boost the effectiveness of your meetings, you can lead with connection by including everyone in conversation, write your agenda as focus questions to trigger group responses, and avoid introducing controversial ideas first in a group setting. It's also important to ask for feedback from your team after each meeting to continuously improve.
3) Why are good meetings essential for organizations to invest in?
Good meetings are essential for organizations to invest in because the cost of bad meetings is high, leading to wasted time, missed opportunities, and negative impact on staff morale and connection. Effective meetings can lead to better problem-solving, decision-making, and collaboration within a team.
4) How can I create a collaborative environment in meetings?
To create a collaborative environment in meetings, you can encourage open communication, active participation from all attendees, and a focus on problem-solving and sharing ideas. Leading with connection and ensuring everyone feels heard and valued can also help foster collaboration in meetings.
5) How can I address conflicts that may arise in meetings?
Conflicts may arise in meetings, but they can be addressed by creating a safe space for open discussion, actively listening to all perspectives, and working towards finding common ground or a solution. It's important to address conflicts constructively to prevent the negative impact on team dynamics and productivity.
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