The 9 Steps to Having Great Meetings

The 9 Steps to Having Great Meetings

October 15, 2018

Everyone wants to have good conversations at work. And we all know that when we have good conversations, good meetings and good interaction, we can accomplish a lot. But when we do not have good meetings, problems go unresolved, ideas are not considered and progress is slowed down.

If you want to improve your meetings, follow these basic steps:

  1. Make sure every meeting has an agenda

    1. Even if it is a short meeting, determine what the meeting is about

    2. If there is no agenda, ask the team to take 3-5 minutes to define one

  2. Review the agenda quickly before the meeting starts and edit it as needed

    1. Determine which items are the most important depending on the amount of time you have

    2. Agree on the agenda and then get started with the discussion

  3. Do not allow discussions to get distracted into secondary points

    1. Allow conversations to happen, but if the conversation gets too much into the details or into secondary topics, bring the conversation back to the main point to be discussed

  4. Do not allow people’s ideas to easily get shot down by others

    1. Encourage everyone to listen to the idea more

    2. Encourage everyone for clarification questions before they start critiquing the idea

  5. Do not allow the extroverts to take over the meeting

    1. Extroverts help the conversation move but if the conversation mostly stays between the extroverts, then the others are not being heard

  6. Allow the introverts to talk by encouraging everyone to not interrupt

    1. Introverts are usually not speaking up because everyone is talking over each other, interrupting one another, and they are waiting for a small pause to happen to jump into the conversation

    2. Encourage extroverts to wait 3-5 seconds for others to answer and jump in

    3. Ask the introverts to jump in the conversation much faster and not wait as long to participate

  7. Do not start talking about a new topic without deciding on the action items of the current topic

    1. This happens a lot. Everyone has a great discussion, discuss the tasks that need to be done, but quickly jump to another topic without clarifying who is assigned which tasks

    2. The problem with this is that everyone hears different things and no one leaves the meeting with clear indication of who was assigned which tasks

    3. Therefore, stop before starting the new topic and decide clearly what was decided and what was assigned

  8. Assign a note-taker and have that person send the notes soon after the meeting is over

    1. Everyone should take notes but someone should be the official note-taker

    2. That person should capture 3 things:

      1. The items assigned to each person

      2. The items decided for each topic

      3. The items discussed

      4. Keep the notes short to fit in 1 page

    3. The notes should go out to everyone about 3-4 hours after the meeting

  9. Start the next meeting reviewing the tasks assigned at the previous meeting

    1. This is the best way to ensure that everyone does what they agreed to do

This is the best way to make sure you have great meetings and get a lot done!