Patrick Lencioni, renowned national speaker and author of the best-seller “Death by Meeting,” has the antidote and outlines tips for better meetings. He says that insight to make meetings less painful, tolerable, and more productive. He includes focused tactical agenda items, methodology for improvements, and practical guidelines for success.
Interestingly enough, not all meetings are created equal. A clear understanding up front that meeting formats vary in size, purpose, and scope will reinforce definite success. Some, for instance, are a daily check-in with quick updates about what’s on deck that week. On the contrary, weekly reviews might include discussions about issues supporting organizational mission or specific goals. Depending on the context, this might be a review of tasks accomplished to achieve a certain outcome. Furthermore, tactical, monthly, ad-hoc, strategic, and quarterly off-site gatherings might be focused on a goal or time-sensitive objective.
How do we consider alternatives to the perceived notion of endless, unproductive meetings? Here are a few essentials to help you with time management and getting the most out of your next meeting:
- Set the Agenda – Draft a written agenda including a start and finish time with clearly stated goals, purpose, and outcomes. It’s also helpful to distribute beforehand.
- Strategic Planning – Set meeting topics aligned with organizational and departmental goals.
- Strategic Assessment – Describe how the meeting will be measured as a success and how it supports strategic objectives.
- Meeting Scope – Outline the format for the discussions with a listening, constructive feedback, or brainstorming format to ensure maximum audience participation. Be sure that the appropriate players are attending and schedule follow up correspondence accordingly.
- Clear Action Planning – If there is a critical outcome desired or strategic issue to be tackled, make sure to recap the next steps along with assigned duties.
- Define the Proposed Action – If there is a specific outcome or desired goal, state specific action steps to be taken and a proposed timeline.
- Participant Engagement – Include an opportunity for all participants to join the dialogue. Consider creative suggestions to ensure thought-provoking discussions and participation from all attendees.
At your next gathering, try adding some renewed focus implementing suggestions to maximize the allotted time. Who knows, better forward-thinking might help expedite meeting objectives and raise your organizational meeting expectations.
With that said, meeting adjourned.
