THE SECRETS OF MEETING MAGIC REVEALED // Todd McDonald, ATW Training Solutions

Do you hate meetings? Most people do. But in reality, we don’t hate meetings, we hate unproductive, time wasting meetings. Why is it that some meetings go like clockwork while others seem like the clock isn’t moving?

The secret to great meetings is MAGIC, making them look and feel like they are magical. Let’s dive into the MAGIC acronym.

M-To Meet or Not. Ironically, most meetings really don’t need to happen. We often have meetings for the sake of meeting, thinking everyone needs be included. The first step in magical meetings is to determine if you really need to meet. Ask yourself three questions: What is the overall objective? What needs to be accomplished? Is there a better approach?

A-Agenda. Okay, we’ve all heard it…don’t start a meeting without an agenda. But it’s true. Developing an agenda doesn’t have to be overwhelming. It should include the goal of the meeting, major items of discussion, responsible parties and where applicable, time elements to keep things on track. Didn’t get the agenda done before the meeting? Go to the whiteboard/flip chart and put one together before starting. And don’t forget to share with participants in advance so they can come prepared. Great magicians don’t share their secrets but great meeting leaders do!

G-Guidelines. Guidelines for how the meeting will be conducted will help participants follow the “rules” that will allow you to conduct and/or participate in the meeting with confidence. Clear guidelines and ground rules allow difficult matters to be dealt with in an organized way and keep controversy over process matters to a minimum. For on-going meetings, allow the team to set up ground rules. For one-time only meetings, have a generic set of ground rules that can be used. Remember, the key is to first set, but then be sure to follow your ground rules.

I-Involve. Involvement is critical because the best solutions have involvement from a number of people. People tend to support solutions they help create and decisions and plans can derail if people who must implement them are not “brought up to speed” and involved. To take involvement to another level, consider asking individuals to take on meeting management roles such as time keeper, action planner or note taker.

C-Clarity. Great magicians save their best magic to the final act. The final act of any meeting should be to make sure everyone is clear on next steps. Clarity in communication is integral to the success of any meeting. Without it, the only things you’ll be pulling out of your hat are misunderstanding, misinterpretation, and a lot of confusion. Ensure participants are “on the same page” during the session and leave with a common understanding.

Magicians practice for years to become skilled in their trade. It may not take years for you to become more proficient in leading and participating in meetings but it does take time and practice. With time, you can become a meeting magician!