Quite frankly, more corporate and business time is wasted in meetings than anywhere else on the face of our planet! Here’s a quick test to make my point. I want you to think of one of the most productive meetings you ever participated in. I would bet it had some if not all of the following characteristics:
1.It was short.
2.It was focused.
3.There was high energy present.
4.Personalities did not get in the way.
5.Something definitive was accomplished.
Let’s flip the coin. Have you been a participant in the following kind of a meeting:
1.The agenda was unclear.
2.It seemed to go on forever.
3.Personalities got in the way.
4.The person running the meeting seemed confused.
5.As you left the meeting, you muttered "what a waste of my time."
My bet is that more often than not you are forced to endure the latter type of meeting. By the way, if business meetings leave something to be desired, try sitting in on a school board session, or any other quasi-governmental gathering. Your meeting patience will be tested dearly. So what’s the solution?
Success
Here is TEC’s approach to successful meetings, as we celebrate our 45th year of doing meetings:
The agenda is critical – The agenda should be in written form, on one page or less, and distributed to all participants in advance. The meeting leader should personally talk to each participant and help clarify the agenda as it relates to that participant’s involvement. The agenda should clearly identify anticipated outcomes. Meeting expectations, if you will.
Number of participants – Meetings that our convened for advisory purposes only should have no more than 16 participants. Underline the word advisory. Meetings that are convened to make major decisions or arrive at a committed course of action should involve no more than five to seven participants. Very important.
Meeting length – We have found that a meeting with a well-planned and executed agenda can hold participants’ attention and participation for up to three hours at a setting. Meetings that begin in the morning seem to be more life-like than those that convene in the afternoon or evening. After-dinner meetings, in particular, are disasters waiting to happen in terms of productive results. Please take note: a common, but unethical, meeting strategy is to stretch them out pointlessly, only to wear down the opposition into concession due to physical or mental fatigue.
Meeting setting – Here’s a worst case. If you’re like me, you’ll recognize this one. There are no windows in the room for starters, lousy air-conditioning or heating, chairs that belong on a survival trek, and a table set up that makes it nearly impossible for participants to speak directly to each other. Now throw in bad lighting, a few stale rolls and coffee, audio/visuals that kind of work, and, well, you have it folks-an uninviting, uninspiring setting!
Obviously, it does not have to be this bad. So let’s reverse it. Windows that emit light with slanted shades are best. You should be able to control the air-conditioning or heat from within the room itself. Conference table chairs with arms are the most comfortable. A rectangular conference table or a U-shaped table are the best for effective conversation. Bright lighting that can be muted when audio-visuals are in use is appreciated. Finally, in place of rolls and doughnuts, try some fresh fruit and lots of water!
Meeting pointers
You can have a great agenda, the right number of participants, an appropriate meeting length, a fantastic meeting setting and still have a lousy meeting. Here are some timeless tips on completing a productive meeting:
1.Redefine the purpose of the meeting and its desired outcome at the outset.
2. Ask each participant to briefly comment on the stated agenda.
3. Make sure someone takes minutes.
4.Schedule 5-minute breaks every 30 minutes.
5.If someone begins dominating the discussion, don’t hesitate to tell the person.
6.If someone refuses to participate, don’t hesitate to point this out to the person.
7.Hold conclusions until the end of the meeting.
8.Always ask clarifying questions and insist that others do that as well.
9.Before the meeting adjourns, make sure to achieve consensus on the next steps.
10.Set the date and time for a follow up meeting if required.
The leadership role
Finally, the greatest challenge of meeting leadership is meeting facilitation. If you are the appointed or self-anointed meeting leader, but a poor facilitator, turn the facilitation role over to someone who is good at it. You might be greeted with a surprisingly positive outcome. Until next month, then, here’s to great meetings for you!
Harry S. Dennis III is the president of TEC (The Executive Committee) in Wisconsin and Michigan. TEC is a professional development group for CEOs, presidents and business owners. He can be reached at 262-821-3340.
Oct. 25, 2002 Small Business Times, Milwaukee
