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Don't you just hate those weekly strategy meetings? They chew up a good percentage of your morning and nothing gets accomplished. No one really participates and everyone just sits around with eyes glazed over with boredom. Although this is a common complaint amongst employees, meetings are necessary to bring a group of professionals together and help assure a specific goal is accomplished. Whether everyone walks away with a sense of purpose and direction or a feeling of dread because they've just wasted the morning away depends on these key factors:
- Prepare a Clear Agenda
- Attendance
- Punctuality
- Summary and Action List
Prepare a Clear Agenda - An agenda is necessary to keep both the meeting director and the attendees focused on the purpose of the meeting. With a well-prepared agenda there is a beginning and an end with a clear road map directing everyone from point A to point B. At the beginning of the meeting, quickly go over the agenda and ask everyone to keep their comments and questions related only to the meeting topics, this way no one strays away from the objective of the meeting. In one sentence or less state the goal you want to accomplish by the end of the meeting – such as: "Establish three new strategies to increase sales at XYZ Company". Also set the ground rules for the meeting up front. Are you looking for active participation throughout the discussion or should everyone hold their comments and questions to the end of each topic?
Attendance – Be selective about who attends the meeting. Are these attendees the decision-makers? Can they implement a new process or strategy if approved by senior management? To increase participation, keep the number of attendees low. If you have a small group of the "right" people, key decisions will be made quickly and effectively.
Punctuality - Everyone is busy and their time is valuable. If you don't respect that no one will look forward to your meetings. Let everyone know in advance exactly what time the meeting will start and what time it will end – and stick to it! Latecomers should not be acknowledged. As the director of the meeting, it is your responsibility to watch the clock and keep the discussion moving at the appropriate pace. If it looks like a topic requires further discussion, jot it down for a later meeting with only the key decision-makers and follow-up with a memo to everyone else.
Summary and Action List - This may be the missing ingredient to the recipe for a successful meeting. Even if everyone was snoozing though the meeting, an effective summary and action list will result in a productive meeting. Hopefully, as the meeting director you were taking detailed notes about the various discussions, the conclusions to each agenda topic and the list of assignments. At the end of the meeting go over the summary and action list. Ask each attendee with an assignment to commit to a completion date. Within 24 hours distribute a written summary of the meeting accomplishments along with the assignments, responsible parties and completion dates.
The most effective leaders are not necessarily the smartest, fastest or smoothest people, but rather effective leaders are able to band together a group people with different ideas to achieve a common goal. Productive meetings have always been the secret weapon for effective leaders -- use them wisely and we will Meet You at the Top.
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