Having Better Meetings

It goes without saying that meetings are an integral part of most of our professional jobs and we spend a fair amount of our time in them, surrounded by colleagues trying (and often failing?!) to sort things out. In the hybrid work environment, where teams are often dispersed most days, meetings are one of the main ways in which we connect and collaborate with colleagues. This is why poorly managed meetings can quickly lead to frustration, wasted time, and a drop in productivity.

On the other hand, effective meetings not only save time but also contribute to a positive work culture. When everyone sees their time is being respected and meetings have a clear purpose, they are actually more likely to engage and make meaningful contributions. Whether you’re leading a meeting, or participating as an attendee, we can all play our part in making it a better use of our time.

Making it Punctual

The old adage “time is money” holds truer than ever in the hybrid work landscape, where people are logging on both remotely and in the office conference room. Punctuality is the starting point (literally!) of effective meetings, and it starts with having a set start time and, just as important, beginning the meeting on time. When you consistently start meetings on time, it sends a clear message that you value everyone's time.

One common mistake is waiting for the late arrivals. This practice can create a vicious cycle, as the usual suspects become accustomed to lateness, knowing they won't miss anything significant by arriving late. Waiting is also seriously disrespectful to those who have made the effort to arrive on time. To break this cycle, make it a rule to start promptly, regardless of who is missing. Over time, most participants will adapt and realise you are not a pushover in the meeting room.

Setting a Clear End Time

In addition to having a set start time, it's equally important to establish a clear end time for your meetings. Without a defined endpoint, meetings can easily run off course and consume more time than necessary. When meetings drag on, participants often lose focus and enthusiasm, resulting in diminishing returns on the time invested.

To deal with this, set a realistic end time for your meetings and stick to it unless there is a clear and pressing reason to extend it, and everyone actively agrees with the decision. This approach not only encourages participants to stay engaged but also forces you to prioritise the most important agenda items. It's better to end a meeting on time and follow up on unfinished matters later, than to let it drag on indefinitely.

Crafting an Effective Agenda

A well-structured agenda is the compass that guides your meeting. It not only provides a roadmap for what needs to be discussed but also makes sure time is being spent properly. Well in advance of the meeting, send out the agenda to all participants so they can come prepared. In Outlook, just include the agenda as part of the appointment text when you send it out; or include a ‘TBD’ if the agenda isn’t ready and then send an update when you put it in place.

Prioritise topics: Start with the most important things first, typically those that require a decision. By addressing critical issues early in the meeting, you guarantee they’ll receive the attention they deserve, even if time runs short.

Time allocation: Assign specific time slots to each agenda item. This not only helps participants manage their time but also prevents discussions from going off track.

Clarity: Make sure each agenda item is as precise as possible; no vague ‘chat about the proposal’ type items. State the purpose of the discussion, what you want to get out of it and any required pre-meeting preparations.

Flexibility: Be open to adjusting the agenda as needed. Sometimes, new developments or urgent matters may come up, requiring you to make changes to the plan.

Staying On Course

One of the most common challenges in meetings is keeping discussions on track. Going off on a tangent and off-topic discussions can derail productivity and extend the duration of the meeting. To maintain focus, make sure (if it isn’t you) that there is a meeting leader or chair/facilitator who is responsible for keeping the discussion on track. The chair can gently redirect the conversation when it strays from the agenda. Beyond two or three people, you need someone to run the meeting.

Also make sure you stick to the time you allocated for each agenda item—it’s so easy to lose track of time when you’re in the middle of a conversation. If a discussion is taking longer than expected, you (or whoever the chair is) should suggest moving on and addressing the issue at a later point or in a follow-up meeting.

Finally, create a ‘washup list’ for off-topic ideas or issues. When something unrelated comes up, make a note of it and set it aside for discussion at a later time (in an AOB for instance, if you have time left). This allows you to acknowledge an important point, while stopping the meeting going off-topic.

Embracing Standing Meetings

As the name implies, this involves everyone standing rather than sitting. Research suggests that standing meetings tend to be shorter and more productive than seated ones. This is because standing encourages participants to stay focused and to-the-point, eliminating unnecessary chitchat and prolonged discussions.

While obviously not suitable for all types of meetings, standing meetings can be really good for quick updates or check-ins. The physical act of standing helps keep everyone a bit more alert and engaged, leading to more efficient communication and decision-making.

You can do a standing meeting even if you are running it remotely. Have cameras off and literally stand up during the session, or schedule a very short meeting, e.g. 5 minutes, which means people have to turn up on time and be as brief as possible, which has a similar effect.

Don’t Call it at All

One simple rule to have is if something can be solved with a quick phone call, email, or chat, then just do that. There’s no need to schedule an entire meeting, with all the overhead of an agenda and calendar scheduling when there isn’t a real need for it.