Love them or hate them, meetings are an integral part of any career journey. For most people including myself, the working week is largely dictated by the rhythm of meetings; Monday standups, Tuesday team meetings, Wednesday one-on-ones, and so on. Meetings force us to manage our time efficiently and to be proactive during desk time to get it all done.
Are meetings essential? In one word, yes. They hold the potential to be powerful tools for collaboration, decision-making, and driving organisational change. Meetings also create opportunities for all-important interaction with colleagues, something that is especially crucial now that remote working is on the rise worldwide.
But, I’m sure most of you will have experienced that meetings do come with their own set of challenges. They can be expensive, unproductive, and, at times, unnecessary; there’s a reason that social media has been flooded with “this meeting could have been an email” memes.
So how can we get the most out of meetings, as both hosts and attendees? Read on to discover more about my personal experience and career journey, plus my top tips to avoid workplace frustration.
Meetings & me
In the early stages of my career, meetings were a minimal part of my job, occupying perhaps 5–10% of my time. Back then, my primary focus was on individual contributions, where tangible tasks were the measure of a day’s work. Fast forward to the present, and my professional life has undergone a huge transformation. Meetings are now the essence of my daily routine, marking a significant evolution from those earlier days.
It’s a common misperception among some colleagues and friends that a day spent in meetings is a day devoid of “real work.” Emerging from the office at the end of a day of back-to-back meetings, it can be very hard not to feel the rising panic of “I’ve not managed to get anything done today!”—we’ve all been there. However, through my journey, I’ve come to realise that, as a manager and leader, the core of my job has changed towards influencing people and processes. Meetings are not just a time-consuming obligation; they are the main avenue through which I make an impact within my organisation. They are my work.
The Power of Meetings
Shifting my perception allowed me to appreciate the power of a good meeting. Having everyone you need in one place at one time (physically or virtually) allows you to get to the heart of the matter at hand and make decisions, fast. Meetings enable you to skip chains of emails with varying response times where points can be completely missed; they enable rapid progress and resolution.
However, “good” is the operative word here. All of the above only applies when good meeting principles are adhered to; the key lies in how they are conducted. I’ve collected my experiences and insights into a set of principles that I believe are essential for running effective meetings.
My Essential Elements for Effective Meetings
Here are my non-negotiables when hosting a meeting:
1. Selective Invitation: Carefully consider who really needs to be in the meeting. All too often people are added by default, but you will rarely need a whole department team present. Having too many people in the room can cloud conversation and allow topics to migrate. Inviting only key players will ensure that your discussion remains focused and productive.
2. Advance Planning: Sending out a meeting invite with a clear agenda well in advance is important. A simple bulleted list of discussion points will ensure the meeting flows and that all important topics are covered. You can take this one step further and allocate someone to each of the discussion points if any information needs to be presented. This gives participants the chance to prepare and contribute meaningfully.
3. Punctuality: Starting and finishing on time respects everyone’s schedule and sets a professional tone for the meeting. Working from an agenda should enable you to make sure the meeting progresses at the right rate and covers all important topics so it can end on time, every time. Lead by example and set a strict rule for this, everyone’s time is important.
4. House Rules: A quick note of the rules once everyone is present will foster a respectful and focused meeting environment. You might want to ask that your colleagues avoid using their phones or having an open laptop during the session. However you wish to conduct your meeting, establishing rules at the start will make your expectations clear for all.
5. Documentation: Keeping meeting minutes is crucial. In a fast-moving discussion, it can be easy to miss certain decisions and action items. You, or someone else on your team, should take notes throughout the session. They can then be condensed, clarified, and forwarded to the group almost immediately post-meeting for follow-up.
6. Inclusive Participation: Make sure everyone has the opportunity to participate and share their opinion before the meeting closes. Simply allocating five minutes before the meeting ends for questions and final points will encourage a culture of inclusion and collective decision-making.
7. Prompt Follow-up: If follow-up meetings are required, schedule them immediately to maintain momentum and ensure progress on discussed items. You have everyone you need in the room with you, so check when they’re all next available and get that meeting in your diary right now.
Beyond Just Booking a Meeting
While anyone can schedule a meeting, adhering to these principles can transform your meetings from time-consuming obligations into impactful sessions that contribute value to your organisation. It’s about making every meeting count, ensuring it’s relevant, and, most importantly, making it worthwhile.
Meetings, in their essence, are not about the act of gathering but about what is achieved during that time. As I’ve evolved in my career, so has my understanding of the value and impact of well-run meetings. They are the venues where strategy is discussed, decisions are made, and directions are set. In essence, they are where the work gets done.
In closing, I invite you to reflect on your meeting practices. Consider the principles shared here and think about how they might be applied or adapted to enhance the productivity and impact of your meetings. After all, in the fast-paced world of business, ensuring that every meeting counts is not just a matter of efficiency, it’s a matter of necessity.
