Board Meeting or Bored Meeting? 5 Tips for Improving Your Meetings
A few weeks ago, I was listening to a Harvard Business Review podcast about the hidden (and not so hidden) costs of aimless meetings when something clicked:
Many of my clients struggle with meetings. Too many meetings. Bosses who prattle on. Anxiety about when and how to speak up.
Since we’ve all suffered enough, here are 5 Tips for Improving Your Meetings.
Follow these quick tips and you’ll be taking charge and having more fun before you know it.
1. Do Some Pre-Work
When a meeting pops into your schedule or you send out an invite, take a moment to answer two questions:
First, what’s the general purpose of the meeting? And, second, what outcomes do you hope the meeting will produce?
The answer to the first question falls into one of five big categories:
(1) deliver news or make an announcement;
(2) solicit feedback or brainstorm ideas;
(3) explain or teach a concept or process;
(4) resolve a problem or issue; and
(5) inspire or motivate action.
Once you identify the general goal(s), the more specific outcomes become clear. For example, if your general goal is to explain a business process, then one specific outcome could be to generate a document to share with other teams. Goals create focus.
2. Sit Close to the Speaker
I know far too many talented professionals who struggle to speak up during meetings out of fear of being judged, either by bosses or by peers. My advice: try to sit close the presenter. A smaller visual field will make the meeting seem like a 1-on-1 conversation (more on that in #4), which will, in turn, reduce public speaking-related stress.
3. Listen for Changes
Once a meeting starts, listen for cues for when the topic or goal shifts (see #1 for broad goals). For example, if someone is delivering news, it’s useful to listen to the entire announcement before asking questions. Likewise, if someone is soliciting feedback or teaching a lesson, it’s likely a good time to jump in with questions or insights. Listening in this manner will help you anticipate the flow of ideas and keep the meeting on track.
4. Stay Alert
As anyone who has fallen asleep in class can attest (ahem), it’s easy to take a passive role (or a nap) if you’re not presenting. But an easy way to re-engage if you start to drift off is to re-imagine the meeting as a 1-on-1 conversation between the facilitator and the participants. Conversations only work if all parties are active participants (i.e. listening and responding), so imagine what would happen if you fell asleep in the middle of your own presentation.
5. Write Follow-Up Lists
Many leaders send out action items after meetings to keep team members accountable. As useful as these lists may be, it’s better to create your own list of ideas, questions, and opportunities. This process will make it easier to evaluate the success of the meeting and give you something to discuss in the event that the next meeting grinds to a halt.
Not such a waste of time after all, right?
Share your comments and tips below.
Andrew Linderman is a writer, storyteller, and business coach based in New York City. He’s the founder of The Story Source, a consultancy that helps people communicate powerfully. His clients include Google, American Express, Penguin Random House Publishing, and dozens of small businesses and startups around the world. thestorysource.org
