Mastering Productivity: The Art of Running Effective Meetings

Time is a precious commodity.

Every minute wasted in unproductive meetings is a minute lost in advancing towards our goals. To truly maximize efficiency and foster meaningful collaboration, it’s essential to master the art of running effective meetings.

So much of our work efforts are dedicated to increasing productivity and reducing wasted time. Consequently, the meetings we hold must be purposeful and impactful.

No one wants to be “The Boy Who Cried ‘Wolf,'” known for hosting dull, purposeless meetings. It’s imperative that our meeting agendas are action-packed with value for attendees, ensuring that when a meeting is called, it’s for a good reason.

When people come to a meeting, they expect it to have a point, to actually get things done, and not to drag on forever. When meetings meet these expectations, people are happy to attend and give their best.

To make meetings work, we need to be organized, plan things out, and make sure everyone knows what’s happening. The people leading the meetings need to be clear and convincing so that everyone knows what’s going on and can join in the conversation.

Here are some key strategies to make the most of your meetings:

1. Determine the Purpose and Make It Clear: Before scheduling a meeting, define its purpose, goal, and desired outcome. What are we trying to accomplish? What’s the end-game? Clearly communicating the meeting’s purpose ensures that everyone understands why their attendance is essential.

2. Know Your Audience: Invite only those individuals who are crucial to achieving the meeting’s objectives. Ensure that attendees are relevant sources of information and that their presence adds value to the discussion. Respect others’ time by avoiding unnecessary invitations.

3. Respect People’s Time – Have and Follow an Agenda: Create a detailed agenda outlining the topics to be discussed and the allotted time for each item. Share the agenda with participants in advance and encourage them to come prepared. During the meeting, stick to the agenda to keep discussions focused and prevent time-wasting tangents.

4. Cut Off/Shut Down Disruptions: Monitor participants’ engagement during the meeting, paying attention to any distractions such as device usage. If necessary, intervene to redirect focus back to the meeting’s objectives. Consider implementing rules regarding device usage or banning technology altogether during meeting times to minimize disruptions.

5. Follow Up: Within 24 hours of the meeting, circulate a summary highlighting key decisions and action items. Clearly outline who is responsible for each task and the deadline for completion. Follow-up communication ensures accountability and keeps momentum going post-meeting.

Meetings are valuable and necessary. A well conducted meeting, will almost always result in greater productivity and focus. The purpose is to connect people as team members, allow the sharing of ideas and objectives, not waste time. Let the attendees of your meeting have the opportunity to contribute to the process and to the results. 

Take the steps to prepare and run effective meetings and you will ensure the success of your team, your project, and ultimately your company.

This information is from the Improving Communications Running Effective Meetings training class, which is a part of our Leadership & Management Training curriculum. Need to find a way to improve your overall communication skills? Register for one of our upcoming public classes in NYC.

Photo is courtesy of TEDxAmsterdam, under Creative Commons Licensing

Other Resources about Effective Meetings:

5 Tips For Running Effective Meetings: Improve Meeting Management Skills

Why are effective meetings so valuable in business?

12 Proven Tips for Effective Meeting Management