According to survey specialists Questback most people hate meetings, and I agree. But over the years I've learned a thing or two that give meetings a bit more purpose.
Here is some advice on how to prevent YOUR meetings from being a waste of time:
1: Never present new information to managers / decision makers in group meetings
Meetings can be very fruitful, but too often they end half an hour late with the conclusion "Let´s clarify this at the next meeting..."
The reason for this is that many people - myself included - like to show off what we have done and found out. Be it results, new concepts, product ideas or the like. "Look what I can do
Meetings are not the place for it.
No manager likes to make up their minds on the spot. And nobody likes the feeling of being the last to know. So don´t hide away making your exiting presentation expecting to receive standing ovations as you spring your surprise on everybody. Especially not bosses.
By "surprising the boss" at the meeting with new information you are at the mercy of your boss' mood and his ability to understand the concept presented. And even if you're the worlds best presenter you cannot expect anyone to grasp new ideas fast enough to make a decision on the spot.
What you want from a meeting is a decision and a leader who is presented what he at first glance don't understand or like will always say "No!".
At best he'll say "We need to take another meeting on this" (and secretly think you´re a jerk for wasting his time).
Reconnaissance is key. Make sure you have an idea about what his reaction/decision will be. Chat with him. Give him a chance to prepare. This will ensure that this conclusion is made with logic and not as an emotional spur of the moment decision. (This applies double if it's bad news you're presenting.)
2: Assign roles in advance
The reason why many think meetings are a waste of time is the fact that they don´t really know why they're there. They don't know what their contribution is supposed to be.
Therefore I suggest your meeting requests not only inform about the who and the where and the why, but also explain each participant's role. Make sure everyone knows what they are expected to contribute. Why THEY are there. What their role is.
The main roles are:
- Decision maker. Also explain what the decision is about. "Approve marketing plan", "Dedicate funds to product testing" Be as specific as you can.
- Chair / moderator. This role sets the agenda and controls the meeting.
- Expertise. Explain the expertise you need. In a web project it could be "SEO and Content", "Resource availability" or "marketing activities in the launch period." By signaling what you need the person concerned can prepare better.
Other roles can be secretary, observer or even coffee maker*. And remember that one person can have multiple roles.
Important: All participants should know everybody else's role.
*Slow coffee machines are the main reason for delayed meetings. People get stuck waiting in line. Make sure there's always a fresh pot and clean mugs on the table!
3: Describe the desired outcome
Call it "purpose of meeting" and be specific about what results you want from the meeting.
If you want the meeting to result in an approval of the marketing plan write : "Purpose of meeting is to approve the marketing plan for 4. quarter of 2011." Be as specific as possible.
Let me repeat that in capital letters so you know I really mean it: BE SPECIFIC. Ambiguity kills progress.
This gives participants a clear agenda and an opportunity to reflect on what they need to do to help the meeting achieve its purpose. It also provides an incentive to talk to the decision makers and key contributors in advance and obtain "political support".
A clear and specific description also makes your boss better.
Good leaders do not attend meetings where results are vague. Good leaders say "I'm not ready to make a decision on a marketing plan for the fourth quarter before we are well into the third quarter. Therefore, we take no meeting on this date. "
Summary:
The secret tips to more productive meetings are:
1.Never present new information to managers in meetings
2.Assign roles in advance
3.Describe desired outcome
Oh! And fresh coffee!
What are your best tips for productive meetings?
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