by Jason Richmond, CEO and Chief Culture Officer at Ideal Outcomes, Inc.
Do you ever feel like your cycle of meetings is never-ending? Even worse, are the meetings boring and unproductive? It’s a hamster wheel you don’t seem able to climb off because meetings are a part of the company culture. It’s the way you operate and get things done—or to be more accurate—don’t get things done.
According to an article in the Harvard Business Review, 50% of participants say that meetings are unproductive and 25% feel that irrelevant issues are discussed. Perhaps that’s because the same research indicates that 75% of leaders have never received proper training on how to run them. No wonder that 9 out of 10 workers openly admit to daydreaming during meetings.
What can you do to make meetings more engaging, keep participants riveted, and get results?
Stop and Think
First, you need to ask if a meeting is really necessary. Could the subject be handled just as effectively via email? And if a meeting is essential, who should be involved? Quite often the invite list is based on office politics or because it’s the norm. Only involve individuals who can contribute something to the discussion.
A McKinsey report points outthat recurring meetings are particularly susceptible to participants meandering off-topic. They suggest consulting with stakeholders to ensure that the frequency is right. Maybe weekly meetings could be changed to monthly or biweekly, or decisions could be best made by an individual—with, of course, guidance from others.
Start with a Bang
Before getting down to business, give team members an opportunity to share something personal. Perhaps a family activity from the weekend or a new series they binged or a recent perfect meal at a favorite restaurant. Use the meeting time to build relationships and connections before diving into the agenda. You’ll be pleasantly surprised how it can raise the energy level, and enhance teamwork going forward.
Expose the Elephant
Quite often there’s an important problem that needs to be addressed. But most participants are reluctant to be the one to raise it. One way to make it easier is to openly acknowledge the big unspoken thing. One approach, uncovered by the research of Alexander Loudon, author of The Execution Advantage: A No-Nonsense Guide to Turning Your Strategy Into Results, is to establish an agreement that anyone can feel free to declare, “Elephant in the room” and initiate an open, honest conversation. If it makes sense with your company culture, maybe even keep a toy elephant in meeting rooms and use it as a prop.
Shake It Up
Vary the way meetings are conducted. Change the layout. You could move the table from the center of the room to the side of the room or have chairs in a circle. Have a conversation without using laptops and other devices. If the group is small enough, go outside for a walk and talk meeting. Disrupting the normal pattern refreshes participants’ minds and boosts alertness.
Know Your Audience
We’re all unique individuals, and we each have preferred ways of communicating. Make sure that the more introverted members of the team have an opportunity to contribute. That doesn’t mean forcing them to speak up. Some will want to provide their input through writing, drawing, or other modes of communication. In virtual meetings you can use breakout rooms, chat, whiteboards, polls, and surveys to make the meeting more interactive. Flip charts, sticky notes, and even hand raises can be applied with similar effects when meeting in person.
Time to Change the Meeting Game
Transforming the way meetings are conducted within your company can significantly enhance productivity and engagement. By questioning the necessity of each meeting, tailoring the participant list to those who can truly contribute, and adding a personal touch to start things off, you can shift the culture from one of monotonous obligation to dynamic interaction. Additionally, addressing the “elephant in the room” encourages open dialogue, while altering meeting environments or structures can reinvigorate attention and participation. Understanding and accommodating the diverse communication styles of your team members will empower everyone to contribute meaningfully. Implementing these strategies will make meetings more effective, more enjoyable, drive better results and create a more collaborative and inclusive workplace culture. Bonus: you might end up with more time to get through that never-ending to-do list!