The 7P template
Say “Stop” to the mania of meetings!
In preparing for battle I have always found that plans are useless, but planning is indispensable. -Dwight D. Eisenhower
What is this template?
The 7P template is about following seven axis as a checklist to prepare a meeting, whatever if you are the organizer or a participant.
The terms are in french, and here they are :
Why using this template?
In our days, we are surrounded by meetings. Everything is an excuse to “make a point”, schedule a meeting to talk about that important subject that eventually will never be discussed.
In this world, when the communication costs seems to break the sky, and when we thing about ever more communication, we don’t know how or where to start.
The 7P template helps you to draw the fundamentals to get better results from your meetings.
How to use this template?
As a checklist, you can review all the seven items to set your meeting.
From five minutes to several hours may be necessary, depending of your time and your will. No excuse to avoid it!
Let’s go deep inside
Pertinence (relevance)
Ask you some questions: Why is the meeting scheduled ? What is the emergency ? What is the situation, the context and what are the imperatives?
If the answers are not automatic, straight and clear, is the meeting really necessary ? Do you really want to lose your time with that meeting?
Produits (products)
An artefact has to be created at the end of a meeting. Always. Whatever it is. (ie. a plan, a todolist, a ready check, a subject to spread,…)
Also, what is the relevance of this artefact? What is its function? If you don’t identify any artefact to your meeting, then so your meeting is useless. Sorry.
Tip: If your meeting seems to divert from subject, using the artefact can be a solution to put the speeches back in the subject.
Participants
The guest list is primary.
When the participants are implicated, the meeting stays dynamic. You need to choose wisely who will be invited. But how ?
Use a Q/A process: Who has to assist and what for? What will be the questions and who will be able to answer?
Fun fact: If necessary, open the meeting talking about the “cost” of the meeting, the reactions will be surprising.
Processus
Make a planning, even the simplest, rise your chance to keep your participants involved. With that, you could feel the rhythm of your meeting, and adjust it to stay focus high on the way to build a quality artefact.
Tip: Timeboxing is your best friend to stay on track.
Pièges (traps)
There are always inherent risks in a meeting. What will be the risks in your meeting ?
Implement some simple rules to help people to stay focus (ie. “no computer” is the best example) and you will get more participations than usual.
Establish, and state if necessary, some subjects to exclude from the meeting field.
Tip: Use a parking slot to keep ideas that will be launched away from the meeting subject. Later, you could come back on it.
Préparation (preparation)
What do you have to prepare before the meeting? Maybe some copies, maybe some exercices, what else?
Tip: Ask to your participants to prepare something about the meeting. And give them the talk to expose it. So you will have a complete living meeting.
Préoccupations pratiques (logistics)
Last but not least. Logistical aspects are very important to keep your participants safe from any distraction.
When will be the meeting ? Where will it be? Do I need a presentation material? Is the videoconference software set and ready?
So many meetings start late, with almost nothing ready… and nothing is worse than that to lose the participants attention.
Last tips
Involving the participants in the meeting organisation will ensure high efficiency.
Repetitive meetings repetitive meetings will tend to deviate from the original goal over time.
Challenge your meetings regularly.
At the end, use a ROTI to improve again and again.
Keeping the 7P template visible for everyone during the meeting will help them to stay focus.
If the 7P template helps you before the meeting, it will help you to get ready during the meeting to deal with unforeseen situations.
Thanks for reading. Now enjoy your efficient meetings.
Original idea by James Macanufo.
