Step one in meeting effectiveness is to seriously consider whether the meeting is actually necessary. Are there alternative, more effective methods for accomplishing your purpose? Can your objective be accomplished with a memo or an e-mail? Would one-on-one conversations be more effective? Since meetings have become a serious waste of time in many organizations, look for ways to avoid having a meeting, if possible.
If you find that a meeting is absolutely the best way to communicate, try the following suggestions for making meetings more meaningful:
Clarify the purpose of the meeting. What do you want to accomplish by having the meeting, and why do you want to accomplish it?
Invite the appropriate people. Are the right people invited to this meeting? Is anyone coming to the meeting who doesn't need to be there?
Conduct adequate meeting planning. What needs to happen before the meeting begins? For example, can materials be sent to the attendees prior to the meeting to facilitate more effective and efficient interactions during the meeting?
Carefully control the time used during the meeting. As a meeting leader, develop a reputation for being ruthless about avoiding wasted time. Start on time, follow a timed agenda, and give attendees a specific ending time. Then stick to it!
Use headlining techniques. Communicate during the meetings by asking everyone to use headlining techniques to prevent or minimize rambling dialogue. Whenever possible, ask people to begin their comments or responses by headlining - stating clearly in no more than 10 words - the essence of what they plan to talk about.
Use the pause-and-debrief method to generate purposeful discussion. Headline the issue to be discussed, and ask everyone to pause for a minute or two to jot down their thoughts related to the issue. Then debrief the group in a manner that will facilitate the full participation of all members of the group. For example, call on the less vocal attendees first to protect them from premature criticism from the dominant, outspoken attendees. As meeting leader, if you plan to comment, save your comments for last.
Use the "Parking Lot" technique to prevent excessive rambling or off-topic discussions. Use a flip chart or separate pad of paper to record off-topic items. In effect, "park" these issues elsewhere until after the meeting, along with follow-up items or other items that would be better addressed outside the meeting.
Establish "After-Action Follow-up." Have a recorder present to take notes and distribute to the attendees. Establish a clear plan for what happens next, if anything. Assign ownership and set deadlines for an action items.
End on a note of clarity.At the end of a project management meeting, have each person read their responsibilities and due dates. This ensures that people were taking notes and helps clear up any confusion as to who is responsible for which action item.
Evaluate the success of your meeting and make any appropriate adjustments before you conduct another meeting.
*Adapted from the GO System, a workplace productivity program we offer.
