14 tips for optimal meetings in your organization
Meetings are essential for effective communication and collaboration within organizations. However, poorly managed meetings can be a huge waste of time.
What do you pay attention to to make those meetings really work? What are the do's and don'ts?
Here are 14 tips to make your meetings more productive and efficient.
In this article
Tip 1: Create a Safe Setting
Trust is the foundation for open communication. People only share ideas and concerns when they feel safe. Build a culture of trust and openness where everyone feels heard and valued.
Tip 2: Check-in and check-out
Checking in helps to understand how everyone is doing and any personal circumstances. This prevents misunderstandings and ensures that everyone is on the same page before the content is discussed. Checking out helps to confirm that everyone is on board and to address any questions or feedback.
Tip 3: Preparation is half the battle
Send the agenda in advance and make sure that tasks from the previous meeting are clearly agreed upon. Start the meeting with small status updates of tasks and address each other on responsibilities. This ensures that everyone knows what is expected of them and helps to keep the meeting effective.
Tip 4: Recurring rhythm in meetings
Set a regular schedule for meetings so that everyone knows when they will take place. Humans are creatures of habit and a regular schedule helps them to prepare better. Also, plan the agenda and topics in advance to save time and keep the meeting efficient.
Tip 5: Agree on and Rotate Roles in the Meeting
Capturing different roles in a meeting forces us to approach the meeting from a certain perspective. Use the Six Thinking Hats method to gather information (white hat), think positively (yellow hat), assess risks (black hat), express emotions (red hat), stimulate creativity (green hat), and manage the thinking process (blue hat).
In addition, work roles such as speaker, questioner, secretary, chairman and observer help keep the meeting structured and productive.
Tip 6: Individually where possible, together where necessary
Many organizations have a meeting culture where leaders run from one meeting to the next. While meetings are important, time is limited and you want to use it as productively as possible. Many things can also be done asynchronously, such as collaborating on documents and providing feedback digitally. Tools such as online editing documents, chat programs, and online brainstorming tools can help with this and reduce the need for frequent meetings.
Tip 7: From Divergent to Convergent Thinking
Start with a divergence phase where everyone can give broad ideas. This allows for multiple perspectives and more creative solutions. Then narrow down to a convergence phase where decisions are made and actions are determined.
This helps to translate the best ideas into concrete steps.
Tip 8: Action and Goal Oriented
Set a clear scope for the meeting and assign actions to specific people. Make sure everyone knows where the flag is planted for the future, so that targeted and effective actions can be taken.
End some meetings by naming and assigning action points to someone. If no one takes on a task, or everyone has to do it. It often doesn't happen.
Tip 9: Methodical Work
Work with a fixed methodology for meetings: check in, define scope and problem, divergence and convergence phases, define actions and check out. This ensures a structured and productive meeting.
Tip 10: Use Energizers
Use energizers to warm people up and keep their attention. Small movement exercises or association exercises can help stimulate the brain and make the session more fun and interactive.
Tip 11: Motivate People to Take Action
Start with the why. Make it clear why action is needed and what the benefits are. When people understand what’s in it for them, they’re more motivated to take action. Clarity about the scope and the problem helps with this.
Tip 12: Clear and Transparent Communication
Communicate according to people’s needs and their role. Ensure that notes and reports are read by communicating regularly and relevantly. Repeat key points and ensure clarity in expectations and responsibilities.
Tip 13: Clear and Achievable Expectations
Work with realistic and achievable goals. Decide together what to focus on and what not to do. This helps to prevent overload and to keep the focus on what is really important.
Tip 14: Make it Fun and Connecting
People want to have fun and socialize. Make your meetings fun and active to stimulate people and encourage creativity. This creates a positive and productive atmosphere where everyone wants to contribute.
Taking steps towards optimal meetings?
With these 14 tips, you can transform meetings from a time-consuming obligation to a productive and motivating activity. Try them out and see the difference in efficiency and engagement.
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