Meetings can either be a productive use of time or a complete drain, especially in the fast-paced world we live in. As we navigate the hybrid working model, it’s crucial that every meeting we hold makes a positive impact on our roles. Unfortunately, that’s not always the case.
Research from Zippia has shown that organizations spend approximately 15 percent of their time on meetings, with a third of those meetings considered unproductive. This begs the question: how can we make our meetings more effective and ensure that they add value to our work?
Here are 9 simple tips to help you run successful and productive meetings, whether they’re held in person or virtually.
1. Set a Clear Agenda
One of the main reasons meetings can be unproductive is the lack of a clear agenda. Before the meeting, send out an agenda to all participants so they know what to expect and can prepare any necessary information. Displaying the agenda on a screen or providing printed copies can also help keep the meeting focused.
A clear agenda helps steer the discussion back on track if it starts going off on tangents or veering into unrelated topics. For example, if someone brings up an idea that’s not relevant to the current meeting, you can say, “That’s a great idea, but let’s table it for our next meeting where we can discuss it in more detail.”
Pro Tip: Set a clear agenda to keep your meetings on track and ensure every participant is prepared and engaged. Business
2. Define Your Desired Outcomes
Before the meeting starts, clearly define what you want to achieve from it. Are you looking for new ideas? Do you need to gain approval for a budget? Is it about providing support for team members working on a challenging project?
Knowing your desired outcomes will help guide the discussion and ensure that everyone is working towards a common goal. Use the last few minutes of the meeting to recap and assign tasks to individuals, creating a clear action plan that everyone is aware of.
Make sure that everyone present has a role to play or is involved in the team or project. Avoid wasting anyone’s time if they could be doing something more productive.
3. Choose the Right Environment
With remote and hybrid working becoming the norm, meetings can now be conducted from anywhere. Determine the best medium for your meeting, whether it’s online or in person.
Operational meetings, such as daily or weekly catch-ups, can be easily managed online. Use roundtable discussions and leave time for questions and clarifications. Business builder meetings can also be managed remotely, as long as you have a clear agenda and utilize screen sharing for presentations and visuals.
For strategic direction meetings involving reflection, new ideas, and brainstorming, an in-person setting may be more suitable. Consider the availability and preferences of all team members when deciding on the meeting environment.
4. Prepare Talking Points
If you’re leading a meeting that requires brainstorming or idea generation, come prepared with key talking points. These points should be aligned with the project or outcomes and serve as a guide if the discussion veers off-topic.
For example, if you’re discussing a marketing campaign that underperformed, ask questions like, “What did you like about the campaign?” or “What could we have done better?” This approach not only gathers valuable insights but also encourages collaboration and learning from each other.
5. Foster an Inclusive Environment
Encourage everyone in the meeting to contribute and share their ideas, regardless of their job title or role. Sometimes the best ideas come from unexpected sources.
Be mindful of managing different personalities and ensure that everyone has an opportunity to speak. If certain individuals dominate the conversation, redirect the discussion by asking questions or opening the floor to others. In online meetings, consider using features like video calls, mute options, and hand-raising functions to create a more engaging and inclusive environment.
Fun Fact: As CEO of the Digital Marketing Institute, I believe that every voice should be heard in meetings. – Ken Fitzpatrick
6. Encourage Ideas and Solutions
If your meeting aims to generate ideas or find solutions, kickstart the discussion by asking participants to share their thoughts in advance. This allows everyone to come prepared, ensuring more thoughtful contributions.
During the meeting, go around the table and have each person share their ideas or solutions. Encourage feedback and discussion, focusing on the ideas themselves rather than who proposed them. This approach not only sparks creativity but also brings diverse perspectives to the table.
7. Respect Everyone’s Time
Start and end your meetings punctually, respecting the time commitments of all participants. Consistency in meeting duration helps build trust and ensures that people can plan their schedules accordingly.
If you have a longer meeting, schedule short breaks to allow participants to check emails or grab a quick coffee. These breaks provide a chance to recharge and maintain focus throughout the meeting.
Richard Branson once said, “If you don’t respect your own time, why should others?” So let’s make every minute count in our meetings!
8. Establish Clear Next Steps
A successful meeting should result in clear next steps and actions. Take time at the end of each meeting to summarize the key takeaways and assign tasks to individuals. Make sure everyone understands their responsibilities and deadlines, and share meeting notes or outcomes to avoid any miscommunication.
Incorporate these next steps into your project management system or a shared document, ensuring accountability and follow-through. This level of organization and communication minimizes the risk of tasks slipping through the cracks.
“Recording tasks/outcomes in our project management system helps us stay on track and promotes accountability.” – Dave Behan, DMI
9. Seek Feedback
Feedback is essential for continuous improvement. Set a comfortable timeline, such as a month after the meeting, and ask participants for their feedback. Provide a positive context and ask if there are any suggestions for making future meetings more effective or valuable.
Additionally, consider conducting a meeting audit to assess the number of meetings individuals attend. Some people may find it challenging to balance work with multiple meetings, leading to stress or burnout. Adapt your meeting schedule to promote a healthier work-life balance.
Top Tip: Regularly seek feedback to ensure your meetings are consistently effective and aligned with the needs of your team. Business
Running a Successful Meeting – Checklist
To help you run successful and productive meetings, here’s a handy checklist:
- Set a clear agenda and share it with participants in advance.
- Define your desired outcomes and create a plan to achieve them.
- Choose the most appropriate meeting environment (online or in person).
- Prepare talking points to guide the discussion.
- Foster an inclusive environment where everyone’s ideas are valued.
- Encourage idea generation and solutions.
- Respect everyone’s time by starting and ending meetings on schedule.
- Clarify next steps and assign tasks, ensuring accountability.
- Seek feedback to continuously improve the effectiveness of your meetings.
Run Your Meetings Like a Leader
As a marketing leader, effective communication and collaboration are vital skills. Meetings provide an opportunity for you to guide and support your team members. To excel in a senior role, consider enrolling in DMI’s Postgraduate Diploma in Digital Marketing. This program equips you with advanced professional and digital skills, leadership abilities, business strategy expertise, and more.
Enroll today to take your career to new heights!
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