Our Top Tips...
1. Think first
: Do I need the meeting? Could I solve it or move it along myself or collaborate more effectively.
Be clear about the POST for the meeting:
Purpose – objective/goal of the session and type of meeting
Outcomes – outlines specific outputs required
Structure – define data required, essential attendees, agenda and approach
Timing – allocate realistic time for each element
Spend twice as much time on the agenda and the attendees list as you normally would. A little extra time at the front end will save more time at the back end.
Consider circulating short and succinct pre-reads so that the meeting becomes a space for informed decision-making.
4. Assign pivotal roles
in the meeting to help inform and drive discussion forward...
Facilitator – responsible for maximizing participation from all attendees and keeping the group focused on the desired outcome.
Pacer – keeps the group aware of time and ensures timings on the agenda are roughly adhered to, avoiding rushing through important items at the end.
Coach – monitors the meeting’s process, evaluating whether goals are being met, and the meeting is following the best process. The coach also draws attention to behaviors and entrenched positions.
Decision-driver – provokes and records decisions.
Decision-maker – takes ultimate accountability that decisions are aligned with organizational direction and leads the process of putting them into action.
Take a few minutes for attendees to check in
and make sure everyone is fully focused on the agenda at hand – but be careful to limit this to just a few minutes.
Use the meeting to make decisions
. A good meeting is where all participants come well prepared, make a decision in the meeting and then take action items.
7.Avoid the pursuit of perfection
and analysis paralysis! Redirect people back to the agenda when the conversation digresses.
. Say what’s on your mind, and allow others to do the same; seek to be understood and seek to understand in order to allow issues to be raised and dealt with.
Ask early for objections to keep them from derailing discussions
10.Make results matter
. Record the decisions and action points. Circulate and follow up to ensure they are implemented.