With all the time spent in meetings, it is well worth the effort to streamline meetings in order to make them more effective. As a manager, it is critical that you take a leadership role in making meetings run more efficiently in your organization. The best way to do this is to lead by example. Follow these guidelines and then coach others to do the same.
As a facilitator, your first job is to ask for agenda items.
Ask for agenda items and time allowances at least 24 hours in advance so you can organize the agenda. If participants need to be present for certain items, schedule them at the beginning of the meeting or at a specific time. Check to see if people will be calling in so you can email them all of the materials in advance. There is nothing worse for a remote participant than trying to follow along in a meeting without the proper materials in hand.
Think carefully about what you need to have with you to support the agenda.
Bring all your reference material to the meeting so you aren’t jumping up to go get additional materials. If materials aren’t available, the discussion may need to be delayed or a side meeting scheduled.
Facilitate the Discussion.
Consider how to help “quiet” people participate and “talkers” to share the time equally with others. Ask remote callers to weigh in. Use phrases like “Let’s hear from some others,” or “Let’s go around the room to be sure we have everyone’s opinion.”
Start on time and end on time
Leave 5 minutes to debrief at the end. Ask for feedback about how the meeting could have gone better. Agree on future meeting times. Make sure that all projects and tasks are assigned and expectations are clear. Create a list of unassigned projects to track and follow up with an email of action items and assignments.
These simple practices can make meetings better. A debrief with participants at the end of the meeting can also help to reinforce the importance you place on eliminating wasted meeting time.
