Your leadership 'toolkit' is growing, we hope, and another of the valuable tools in your kit will be the ability to run meetings effectively. Whilst it may seem pretty straight forward and some folk can make it look really easy, most of us need to put in a concerted effort before and during a meeting to ensure it both runs effectively and adds value for the attendees and the organization. In this article we touch on operational team meetings where you are leader, later we will look at types and stages of meetings. Time is a finite resource and with overflowing job jars in todays streamlined organizations making sure that every minute is used effectively is key to business success. We will touch on some key pointers here as a meeting aid.
Firstly decide on the metric of success for the meeting - why is it necessary, and what must it achieve.
Secondly determine who should be there - again only those who can add value to the meeting should be attendees.
Thirdly draft an agenda with clearly defined time slots and a responsible lead person allocated per item and circulate it in advance.
Fourth make sure you ask for circulation of pre-reading summary data or context information (at least 48 hours before the meeting) as a tool to reduce inefficient use of time and allow more time for debate and decision taking.
Fifth make sure the meeting venue and logistics are set up and ready - especially data projectors, laptop links and presentation material - however remember a meeting is a meeting and not a presentation or lecture!
If you are the chair person - control the meeting, let everybody have a chance to make their view known, limit the wafflers and at the end of each item ensure the decision taken is recorded. Stick overall to your time frame. The ideal situation is that at the end of the meeting the minutes are agreed and action list emailed immediately to attendees - this can be done if it is compiled during the meeting. In most instances it is sufficient for only the pertinent decisions or discussions to be recorded. - not every word or view expressed.
It is good practice to do a quick assessment with your team at the end of the meeting to test if the objectives were achieved, the discussions were to the point, and the meeting attendees functioned as a team.
Key take-outs:
- Don't meet for meetings sake
- Always have a clear and time framed agenda
- Be flexible if necessary but START and END on time
- Communicate clearly before the meeting about the objectives and decision metrics
- Communicate clearly after the meeting so that all affected know the discussion items and decisions taken.