Leading Effective Meetings

You’ve likely attended a poorly run meeting more often than not. The reason? Most people learn how to run meetings from people who were never taught how to run them. A primary reason for ineffective meetings is that they lack clear goals. Or they are used to give updates instead of encouraging problem-solving and team collaboration. They are ineffective and too plentiful. Less is more. A well-organized, infrequent meeting is much better than multiple meetings with no clear roadmap. If you gather people (in person or online), you must have an action-oriented purpose for calling folks together.

Purpose and clarity

I knew a CEO who admitted that he didn’t run meetings well. He also seemed unable to understand what to do with himself if he wasn’t either leading a meeting or in a meeting. Most of his team, when gathered, was unsure why the meeting was being held and what the goal of the meeting was. There is either no written agenda, or the items on the agenda were without time constraints, thus leading to running out of time for the topics presented. Whether you are leading a small or large meeting, there are some basic rules to follow. These include keeping the ground rules and following up with the participants.

Ground rules

Ground rules for leading meetings can help you get the most out of your time with your team. It can also help you save time and add value to your organization.

Ground rules are a set of rules that establish clear expectations for behavior in meetings. The rules should be clear and logical. They should reflect your team's culture. They should also have a purpose and be enforced.

Some people call these rules team norms. Generally, teams set up these rules at the beginning of meetings. They can also be shared with new team members.

One common ground rule is the Vegas Rule. This rule states that everything that is said stays in the meeting. This helps establish the confidentiality of meeting discussions. It also shows your team's commitment to high-quality results.

Ensure everyone has an equal opportunity to participate

Creating an inclusive meeting will have a positive impact on the business. It will create a more trusting environment between peers and increase the effectiveness of your company. It is also an excellent opportunity to showcase your company's values.

There are many ways to make a meeting inclusive. For example, creating an inclusive agenda will ensure everyone's voice is heard. You may also wish to have a variety of modes of participation, such as having participants write in their ideas or ask questions during the meeting. You can use an app to collect updates in advance, so the meeting isn’t slogged down with updates.

A good leader will also take note of participants and how they engage with each other. They will encourage people to share their ideas while fighting off distractions such as multitasking and/or screen fatigue.

The best way to ensure everyone has an equal chance to participate in a meeting is to set clear expectations. You will make sure everyone is prepared and focused by stating what you expect from your team.

Make your goals SMART before leading a meeting.

SMART goals are a valuable framework for setting and achieving goals. SMART is an acronym for Specific, Measurable, Achievable, Realistic, and Timely. These goals help you set clear, time-bound objectives that are realistic, measurable, and relevant. This can help you achieve your goals and avoid disappointment. It's also a great tool to use for personal and professional goals.

Using SMART goals as a framework for setting goals can help you avoid burnout. This framework allows you to track your progress and ensure that you work towards the right objectives. It also gives you a clear path toward achieving your goals.

SMART goals are based on a company's goals, strategic objectives, and capabilities. They also include metrics to measure progress. When you have a clear set of metrics, it's easier to identify missed milestones and know when to continue working toward your objectives.

Follow up with participants.

Whether you're the organizer of a meeting, the lone attendee, or want to thank someone for attending, you should send a follow-up email. It's a great way to thank people, get people's attention, and demonstrate your interest in the next step. It can also help hold people accountable for what they say they'll do.

Ideally, your follow-up email should be sent within 24 hours of the meeting. That way, everyone can benefit from the meeting, and the message is still possible.

Your follow-up email should include critical actions you want people to take. These may include documenting the event, assigning tasks, and introducing yourself. It's also wise to ask people to give you feedback on the meeting. This will ensure that you're keeping everything.