Some people use meetings to feel busy or get their own way, while others dread the boredom and bickering. Whichever the case, meetings are often a huge waste of time … yet, for some strange reason, the more successful your career, the more you have to attend! Fortunately, however, a little preparation and willpower means any meetings you chair will be winners, events that get results and participants even look forward to.
Do you really need a meeting?
Many meetings are completely unnecessary … believe me, as a former public servant, I know. In fact, if any of the following apply, you can be sure a meeting is the last thing you need:
- You always have a meeting at this time
- You want an excuse for socialising
- You don’t have the courage to make a decision yourself
- You’ve already made up your mind, but feel you should seek input anyway
- You just want to announce information.
Of course, herBusiness readers would never fall into any of these traps, but if you’re tempted, please don’t invite me … if I’m in need of excruciating boredom, I can chew my arms off to the elbows while watching the test pattern in the comfort of my own home. Seriously, save your time and sanity by asking yourself, “Is there a better way to achieve my aims?” Here are some alternatives:
- Gather feedback through short surveys or quick phone calls
- Circulate information through memos, posters and emails
- Build your team at the end of the day or after work over coffee, drinks or a bbq
- Brainstorm on a piece of butcher’s paper on the kitchen wall.
Your own agenda
As much as I’d love to insert the word “pushing” in front of the above title, this kind of agenda has nothing to do with your ego! Rather, it’s about creating a plan for your meeting, so you discuss the necessary topics and reach some useful outcomes. A good agenda:
- Is a written document
- Sets a start and finish time
- Gives an outcome-driven reason for the meeting
- Lists all points to be discussed, with issues requiring mental energy first and those that could generate conflict or big discussion last
- Doesn’t squeeze too many points into one meeting
- Allocates a time limit for each point
- Invites participants to come to the meeting prepared, having considered relevant items in advance
- Is circulated a couple of days prior to the meeting, along with any minutes and background papers.
Take the chair
But make sure it’s a back seat … because this is not the time to push your own views. Your job is to be a facilitator, not a control freak! What’s more, a meeting that makes people want to swim through a pool of hungry sharks is no-one’s fault but yours — as much as I hate to tell you this, it’s the sign of a weak and ill-prepared chair. Instead, your aim is to keep to your agenda, and foster engaging and productive discussion that leads to tangible results. Not that I’m putting any pressure on you! Here’s what to do:
- Start the meeting on time … give habitual late-comers an earlier time and don’t wait for stragglers
- Use visual aids, such as a white board or PowerPoint, to summarise discussion or “show” participants where the meeting is going
- Give everyone an opportunity to contribute … politely interrupt dominating personalities and ask quiet people questions
- Keep discussion on-track and en route to decisions, especially when enthusiasm lags.
How to deal with conflict
Conflict is inevitable, as much as some of us try to avoid it. However, four simple strategies make it easier to manage difficult people and defuse tempers:
- Occupy those prone to disruption with a task, such as taking minutes
- Keep your cool — take the high road and refuse to be drawn into arguments
- Bring issues to the surface immediately … for example, “I notice you seem upset/negative/preoccupied today. Is there a reason for this or what can we do to change that?”
- Refuse to accept insults, unhelpful comments, raised voices and power plays — call the meeting to order, take a short break or move onto another agenda item to give people time to cool down before returning to the original topic.
Note the action
Finally, ensure someone types the minutes immediately after the meeting (while they’re fresh in mind) and emails action items immediately to those responsible.
