5 Meeting Rules You'll Actually Want to Adopt

Are meetings something that you would consider magical at your organization? No? Why not? Aren't meetings a place to collaborate, share ideas, dream big dreams and then make things happen?


Few business people would describe meetings using terms like actionable, positive, critical and focused . . . yet those are the terms that help define success in moving the organization forward.


Communication methods are imperfect as a whole. While you can create a business plan via a series of emails, it's inefficient and the plan will often lack creativity. The same goes for one-on-one meetings. Team meetings are the ideal way to build energy and enthusiasm for a new idea and generate actionable outcomes, but without the proper structure, even these meetings can be considered wasted time.


Here are 5 rules that will help keep your meetings on pace, on target, and provide you with the successful outcomes that you need from your time together. 


1. Start With An Agenda


No, you shouldn't begin with 'What will it take to fill an hour of team meeting time this week?', because if that's your first thought then you're already sunk. Request that team members send agenda items at least 24 hours before the meeting time and consolidate them to form your agenda. Keep in mind the flow of topics, and be sure you're leaving time for strategic conversations. Leave items that may fall into deep tactical minutiae to the end of your agenda. 


2. Plan for Takeaways


Consider the consensus that you're attempting to build with your meeting, or what your takeaway should be. Perhaps you need someone to volunteer for a new project, or you just need to inform a group about a direction that will impact their work. If you feel that there may be some pushback to your ideas within the room, look for a partner who will be in the meeting who can help support your point. If an item that was on your agenda doesn't have a clear actionable, add it to a parking lot for a later date.


3. Keep Time Sacred


Time is money, and never is that more true than when you have 3-15 individuals in a room together meeting without a timeline or agenda. Based on your agenda, break down how long each portion of the conversation should take and allot time accordingly. If your meeting should only need 23 minutes, then schedule that much time -- perhaps plus a few minutes extra. Be a stickler about keeping conversations in check and moving the agenda along to hit key points in your list. 


4. Consider a Drive-By


Just need to chat with a few people about a simple topic? Instead of finding space and time for a full-fledged meeting, consider a 5-minute drive-by or stand up meeting. Grab a few people and huddle around a desk or common area, hash through your questions or concerns and let everyone get back to their day. In the same amount of time that you might take to walk and get a cup of coffee, you've made a decision, kept others updated on important points, and reduced the overall inefficiency of the day. The time for small talk can be over lunch; use these drive-bys to distill your ideas into the length of an elevator pitch. This may be uncomfortable for some people as it requires checking your ego at the door, but teams that are able to adopt these policies can become much more agile. 


5. Keep it Moving


Always focus on the end result and what you need to keep your projects moving. This could be anything from an approval by a superior, someone agreeing to take on a task, or even consensus that you're heading in the right direction. Capture takeaways and next steps, and most importantly -- the name of the responsible party and when the result should be delivered. This will keep your meetings on task and team focused. 


The word 'meeting' doesn't have to be a negative concept. Instead, use these 5 meeting rules to adopt a culture of forward motion, positivity, and respect within the organization that will drive success both now and in the future. This isn't a one-time change to how you approach meetings, but an organization-wide initiative to take back your time and productivity. 

Comments

Post a Comment

Popular posts from this blog

3 Powerful Tricks to Learn New Skills Faster

Image
“Change is the law of life. And those who look only to the past or present are certain to miss the future.” – John F. Kennedy Though few people like it, change never stops. Success in life requires the ability to adapt. As one Chinese proverb quips, “the wise adapt themselves to circumstances, as water molds itself to the pitcher.” Whether you enjoy change or not, the pace of change marches ahead at an ever-increasing pace. Here is a statistical snapshot of what that looks like: 94% of the internet workload will be processed on the cloud by the end of 2021 It is estimated that 70% of all automobiles will be connected to the internet through the Internet of Things by 2023 By 2030, the fully and semi-automatic car market will be worth $26 billion Artificial Intelligence is slated to replace around 85 million US jobs by 2025 The world has produced 90% of its Big Data (or extensive data sets) in the past two years Does that feel overwhelm...
Read more

6 Winning Direct Mail Campaigns

Image
Direct mail offers results that other channels just can't match. According to a recent study, direct mail has a response rate as high as 9% . However, there are always ways to engage your audience better and improve your mailers' effectiveness. These methods below catch your recipents' attention and increase the chances that they'll read and respond to your direct mail piece.  6 Winning Direct Mail Campaigns 1. Instill Curiosity with a Quiz Do you worry your direct mail envelopes are going in the trash unread? Take a page from Harvard Medical School's playbook. In a recent mailing to woo subscribers for their Harvard Heart Letter newsletter, they put a heart health quiz on the front. The answers to the three-question quiz were inside the mailer, giving recipients a reason to open. 2. Benefits, Not Features As marketers, it's so easy to get caught up in promoting all the neat features of your product. Your readers, however, don't care about th...
Read more

The Ideal Length for Tweets, Facebook Posts, and More

Image
You've taken the time to collect your thoughts. You've carefully outlined your ideas, your theme, and the overall tone you'd like to communicate. Wouldn't it be nice if people actually read it? Better make it quick! Generation Z, born after 1996, is already emerging from the shadow of millennials. Making up a quarter of the U.S. population, they will account for 40 percent of all consumers by 2020. Gen Z processes content faster than other generation, especially considering most can sort through piles of information using four screens simultaneously. Although their options seem limitless, their time is finite. Gen Z consumers have an average browsing attention span of eight seconds (as compared to twelve seconds for millennials). Make Every Word Count As lead time decreases, efficiency must increase. How do you evaluate the "right" speed for sharing? Research has answers! Here are some research-based guidelines on the ideal length...
Read more