Better Meetings in 8 Key Steps

Meetings are an inevitable element of business, but they can be a boon or a bore, depending on how they are run.

Management consultant Stephanie Vozza with Fast Company shared advice for more productive meetings that are worth their time:

1. Avoid mornings – Many people, especially in agriculture, identify as morning people. Whenever possible, don’t rob them of their most productive time of the day by making them sit in a meeting. Vozza suggested considering alternatives like an afternoon stand-up, or doing simple status updates via text or e-mail instead of a meeting.
2. Trim the attendance list – Inviting people unnecessarily can make meetings last longer and waste individuals’ time. Sometimes it may be possible to conduct meetings in segments, excusing attendees after the agenda topic that pertains to them has concluded.
3. Help everyone be prepared – It’s your role as the leader to communicate the purpose of the meeting in advance. Distribute supporting information to attendees within a reasonable timeframe, so they come to the meeting prepared to discuss and strategize.
4. Cut distractions – Our amazing attachment to electronic devices can quickly be the downfall of a productive meeting. Attendees who are on their phone or laptops aren’t fully engaged in the topic at hand. Be friendly but firm in your expectations of full attention.
5. Hit the ground running – Boring, casual beginnings can encourage latecomers and annoy those who value punctuality. Always start on time, and front-load important information that attendees will not want to miss.
6. Keep the topics tight – Long, complex agendas can frustrate and demoralize your team before the meeting even starts. Shorter, more focused meetings – even if they have to happen more frequently -- can help parse complex topics and generate real progress.
7. Stay on time – Keep an eye on the clock and wrap up at the promised time, even if that requires scheduling a follow-up meeting to finish the business at hand. Or at least offer the courtesy of asking if everyone is comfortable with staying a bit longer to finish up.
8. Put a ribbon around it – Every meeting should end with clearly defined decisions and next steps, who will do them, and when. Failure to do so can damage morale and motivation, and create cynicism and a negative attitude toward meetings and work.

“When leaders and attendees take the time to hold effective sessions, they can become less dreaded and even something everyone looks forward to,” Vozza advised.