Effective Meetings
Your time is valuable and some meetings end up being organised distractions.
When meetings are run well, they not only foster better decisions but also leave attendees feeling energized and motivated to carry the momentum forward independently.
Please use these tips to make your meetings more effective.
IS THIS MEETING NEEDED?
Before sending that invite, ask:
• Is this meeting truly needed?
• Can the objective be met with a quick call, Teams Message or email?
WHEN SETTING UP THAT MEETING
PURPOSE
Why is this meeting being organised?
OUTCOME
What is the intended outcome (actions, decisions, information sharing)
AGENDA Ensure it reflects the meeting purpose
ATTENDEES
The fewer the better, be clear on the role everyone plays.
SCHEDULING
Avoid lunch time, outside of business hours, check availability using scheduling assistant.
MEETING SETTING
Consider the following when determining the meeting setting
FACE TO FACE
Complex Discussions: When the topic requires in-depth discussion, brainstorming, or problem-solving.
Building Relationships : For team-building activities or when you need to establish or strengthen relationships.
Sensitive Topics : When discussing confidential or sensitive information that requires a personal touch.
HYBRID VIRTUAL
Mixed Availability : When some participants can be physically present while others need to join remotely.
Flexibility : To accommodate different time zones or personal schedules.
Inclusivity : Ensuring that all team members, regardless of location, can participate.
Routine Updates : When some participants can be physically present while others need to join remotely.
Cost and Time Efficiency : When travel is not feasible or cost-effective.
Global Teams : When participants are spread across different locations and time zones.
PREPARING FOR MEETING
Pre-reads : Are effective if they are used well.
• Use them if there’s a lot of content to share
• Ensure they are sent out early enough (Minimum 24 hours in advance)
• Don’t just rely on PowerPoint. Is a structured memo more effective?
Dedicated roles : Consider dedicated roles to keep on track. Eg: Timekeeper, note taker
Check your technology : If you are reliant on Technology (Conferencing, Teams etc..) check to make sure this works
IN THE MEETING
• Be present and prepared
• Start on time & aim to finish early
• Ensure all opinions are heard
• Keep to agenda and align discussion and decisions to purpose and outcome
• Virtual/Hybrid : Agree at the start how these attendees can ask
AFTER THE MEETING
• F ollow up : Share key decisions, follow up actions and relevant deadlines to those who need it
• Meeting effectiveness : Reflect on effectiveness of the meeting (WWW: What Worked Well) and use learnings to improve future meetings.