It’s not uncommon to hear the phrase, “Well, that could’ve been an email,” when leaving a meeting the attendees considered to be a waste of time. Whether it’s because the discussion fell off track or the intent was never all that clear, there are a number of reasons why nearly three quarters of meetings are considered to be unproductive.
So when those meetings occur that simply can’t be resolved with a simple note or email, how can leaders ensure that they’re making the best use of everyone’s time? Below, a panel of Young Entrepreneur Council members discuss some of the steps leaders can take to make sure their next meeting is actually useful and productive for all involved.
Young Entrepreneur Council members share how to make meetings more productive.
Photos courtesy of the individual members.1. Identify A Clear Purpose
In order to make sure all meetings are productive, start by creating a clear purpose for the meeting. This will help you and your colleagues define the goals of the meeting and what needs to be accomplished during it. For example, if you want to discuss marketing strategies for your company, start by defining what you want to achieve from this meeting. Having a blueprint for a meeting will help ensure conversations stay on track. - Kristin Kimberly Marquet, Marquet Media, LLC
2. Set An Agenda Ahead Of Time
After many years of weekly staff meetings, I’ve found the most effective way to keep them on track and productive is to set a meeting agenda ahead of time. That agenda then gets sent out to the team so they can see what will be discussed and prepare any information ahead of time that needs to be shared. If a meeting starts to spiral or drag, we always redirect back to the agenda to keep focus. At the end, we do a quick recap of action items so everyone knows what their expectation is for the week. - Leila Lewis, Be Inspired PR
3. Implement A Specific Process
Meetings can become more productive once there's an agenda set, notes taken and someone to assign the appropriate team members the necessary tasks to move forward. Getting a process in place can improve productivity. The leaders can reinforce the company values and spotlight all team members to boost morale. Using a project management system keeps records of past meetings so management has documentation. - Libby Rothschild, Dietitian Boss
4. Shake Up The Structure
Ditch the boring, traditional meeting structure. Instead, shake up the format from time to time to keep everyone engaged and sharp so they can bring value. You can incorporate brainstorming sessions, Q and A and other out-of-the-box interactive ideas to meetings. That will keep everyone on their toes and prevent meetings from becoming dull and repetitive. Have a planning session before the meeting to get everyone on the same page and know what needs to be accomplished. Ask people to share ideas for how the group can improve productivity or solve a problem. End with a short review of what was discussed and assign tasks accordingly. This way, every meeting will be an opportunity for everyone to learn and contribute something valuable. - Tonika Bruce, Lead Nicely, Inc.
5. Ensure Everyone Is On The Same Page
A good meeting should have a clear agenda, a well-defined objective, an objective for each attendee, a clearly stated purpose for each agenda item and a method for follow-up (it is best to assign action items for this purpose). This is not an easy thing to do because it requires extra effort from all attendees. The most important aspect of having a productive meeting is that everyone must be on the same page with the objective. Everyone must be part of the meeting and must contribute to the objective. Another important aspect is that the meeting should be held in a place that encourages conversation. This includes comfortable furniture, plenty of natural light and food nearby. - Kelly Richardson, Infobrandz
6. Limit The Action Items
Sharing the agenda beforehand helps in managing the time better. An agenda can help cut unproductive meeting time by 80%. Also ensure that the agenda has a limited number of action items. This will help you keep the meeting on track and will help you stick to the desired time limit. - Stephanie Wells, Formidable Forms
