Who defines what a successful meeting is?
Team members participating in a meeting determine if a meeting is successful or not. However, the team leader, or the person assigned to chair the meeting, needs to set the tone and ground rules for the meeting. As people adopt “hybrid work environments ” that combine working remotely and a return to the office, the art of holding efficient meetings has become indispensable. I have found the following strategies – while simple and
seemingly obvious – to go a long way towards ensuring that meetings are efficient and inclusive.
Firstly, a clear agenda is important for the success of a meeting. Ideally, the agenda should be circulated at least 2- 3 days before the meeting, to help participants understand the reason for the meeting. The agenda should clearly list the discussion items and the length of the meeting. Over the last couple of months, I have noted that more and more people want to know the purpose and duration of meetings ahead of time, and justifiably so. The COVID-19 pandemic and the resulting working from home (WFH) arrangements helped people to understand how much time was being wasted in meetings over issues that could have been resolved over email. As a result, people want to know that meetings are necessary, and not being held for the sake of it.
Secondly, advance preparation is key. Circulating an agenda ahead of time allows participants time to prepare for the meeting. The team can also send their feedback and additional agenda items to the meeting organizer, allowing them to incorporate the feedback into the agenda. This way time is saved, as people do not spend additional time on “any other business”, at the end of the meeting, which often leads to meetings going over their set time.
Thirdly, it is important to begin and end meetings on time as much as possible. This communicates to meeting attendees that their time is respected. Fourthly, I have found it helpful to ask people to log onto the conference call a few minutes before the meeting starts. When people join the meeting earlier, the organizer has the opportunity to find out how participants are doing, including in their personal and family lives. This in turn increases an awareness of the different realities of team members, creating a connection that goes beyond the professional tasks at hand. Additionally, it creates an inclusive environment and helps to allay mental health issues, which have emerged as a major concern as people continue to work in isolation.
Fifthly, to signal the official start of the meeting, the organizer should begin with housekeeping where the agenda is reviewed, to get everyone on the same page. At this point, the organizer can also pick a volunteer who actions what needs to be done, by who and by when. An even better practice would be to identify a volunteer before the meeting begins.
Sixthly, for meetings to be successful it is important that participants practice active listening where really listen to what is being said and respond appropriately to any issues that are raised. The meeting chair has an essential role to play in this regard, by analyzing what is being said and stating it back to the team members so that resolutions are reached on pressing issues. Stating back to the team what has been said also ensures that the team moves forward together as the meeting progresses, so that nobody is left behind. Listening becomes a key skill for the leader if they are to capture the team’s ideas and sustain the interests of all the participants in the hybrid environment.
Seventhly, the chair of the meeting needs to ensure that they give every person an opportunity to be heard as the meeting progresses. This will often entail drawing out the quiet participants while managing those who tend to dominate the meeting.
the team needs to review if they attended to items on the agenda, and if the outcomes of the meeting are clear. Going through agenda items and the corresponding follow-up actions is one way of confirming clarity of outcomes. As the meeting closes, it is good practice to firm up the date for the next meeting.
Overall, while the format of meetings will vary based on if they are formal or informal in nature, the success of a meeting will be determined by each participant, their preparation and engagement. The key is ensuring that in each meeting the goals are clear, and the respect for individuals is upheld.
Based on your experiences what are other contributors to successful meetings?