Creating more productive and engaging meetings isn’t that complicated.
The problem of the lack of engaging meetings existed long before virtual meetings back-to-back.
And with the volume of virtual meetings we’re experiencing, there’s never been a better time than now to optimize your meetings and end your days more satisfactorily!
Here are 3 principles to adopt in order to create more productive and engaging meetings.
Warning: in this article it is a question of daring. Do you accept the challenge?
PRINCIPLE #1: Don’t set up a 30-minute meeting if you can fix it in 7 minutes
Since the moments of informal discussions have somehow disappeared with telecommuting, you may have gotten into the habit of setting up a meeting when you have something to say to someone.
Normally, the whole thing would have taken 7 minutes. You would have stopped by his office or made a quick phone call. But since you may be wondering if it’s the right time to “disturb” the person – because you don’t have a visual, you set up a 30-minute meeting.
Thus, everyone ends up with several 30-minute meetings alternating with other follow-up, project and management meetings. And everyone ends up spending the day on Zoom wondering when they will be able to do their “tasks”.
What to do: Dare to have a formal daily time slot to answer all questions, informally.
In other words, set aside a time slot for people to come and see you – as if you were available at your desk and someone could come and see you.
Like what: Every morning before 10am you are available for emergencies, questions, updates, etc.
To make it work, you warn your team, your colleagues, your boss that this is your daily time of availability to others in order to facilitate operations.
Are you unsure or afraid of how others will react? Equip yourself with the tools in training that allow you to develop your courage to act, to decide, to take action and to say (including the courage to delegate).
PRINCIPLE #2: Don’t send a meeting without the following points
Here is your checklist for organizing effective and productive meetings (for you and for others).
Be sure to include:
- The purpose of the meeting
- What people should prepare for your meeting
- The expected result at the end of the match
- Points to be addressed
- And the time allocated to each point
If you don’t learn anything here, I invite you to take advantage of the fact that you are reading this in order to put it into practice. Go!
Extra tip: people don’t have time to prepare before your meeting? No problem. Allow 10 minutes at the beginning of the meeting to allow everyone to land in the meeting and prepare. 10 minutes that will be a positive springboard to create a productive and engaging meeting.
In other words, you can have better encounters. Prepare better and allow people to do so.
PRINCIPLE #3: Don’t accept meetings where you don’t understand the expectations
The title of this article is: Dare to create more productive and engaging encounters. So dare to ask questions when you are sent a meeting request without an agenda, with a vague subject or if you don’t understand what is expected of you. Dare to validate.
Like what: “In order to prepare myself adequately for our meeting, can you share with me your expectations and the purpose of the meeting?”
It also works for: operational or management meetings, which have a clear purpose. You could eliminate many frustrations by adding and sharing agenda items, everyone’s time, and your expectations in terms of preparation.
If you want to know all the best practices to make your virtual meetings more productive and engaging, subscribe at the bottom of this article in the blue box, you will receive a link to download our free guide.
In conclusion
Creating more productive and engaging meetings requires daring.
- Dare to say no (For this, the article ” Do you know how to say no?” could help you.)
- Dare to prepare and organize your meetings
- Accept that others aren’t perfect (and help them!)
- Assist colleagues in clarifying the intentions of their meetings by asking for clarification
I wish you more satisfying days!