I consult, write
and do training on how to run effective meetings.
Here are a few
of my tips.
1. State the purpose of the
call. In one sentence say what you expect from the meeting. “Today we
will….” If you wish you can follow that with the three main agenda items and
outcomes you expect. If you are having a conference call make sure you
really need it. If you are just sharing information or reading slides just send
it in an email. Meetings should only be set if you need feedback, ideas and
questions.
2. Send an Agenda and Questions before
the meeting – Some employees love to prepare ahead of time so if you
send people and agenda that highlight specifically, what you’re looking for
such as. “I will go around and ask each of you to tell me what you need for the
next step in the JK4 authorization change.” Those who like to prepare
will have their notes ready. Some employee will act like they never saw any pre
meeting announcement. They wait till they get to the meeting when they
hear other people talk, they want to interact to get their creative juices
flowing so don’t get mad at them.
3. Spend a few minutes on “Small Talk”
at the beginning of the meeting - Small talk actually saves you time.
Surprising research says that the rapport gained in less than two minutes
of effective small talk lets everyone get an emotional read of the meeting
members. That makes it easier for people to share and creates more buy in of
the content of the meeting. We forget that there are so many things we do in a
face to face conversation, to establish report nonverbally and verbally.
Surprisingly, research shows that if you cut out a little visiting conference
call meeting last longer. Try something old and something new. So ask about the
weather, people’s families, what people did last weekend and if you want to mix
it up ask people to briefly say the best thing that has happened in their lives
since the last call. If there is a positive news story ask if people heard
about it. Think of it of small talk as an agenda item. Label and call t Rapport
Building Time or Team Time. Tell the time. “Team Building time is
important. It helps us work more effectively on the call and appreciate each
person who is on the team.”
4. Include Everyone - People need to feel accepted and part of the
group. Make sure you do something so that everyone says something before the
end of the meeting or you acknowledge them verbally in some way for something
they did outside the meeting. For example of Sam rarely speaks in the meeting
say, “Sam thank your for the extra time you put in to serve are Client last
Friday.” Even if you said it to Sam at the time, you are acknowledging him in
front of the group. Some employees may feel a bit uncomfortable for a minute, but
you need to let the group know participation in the meeting is important and
that good actions are noticed and acknowledged.
5. Conduct an “end of meeting check in” and ask
a. “Is
there anything that you are going to feel or need to go forward?”
b. “Let’s
go around and check in.”
c. “Let’s
go around so I can hear from each person what their next action item is on
this.”
.
