If there is one sentence I’ve said more than the rest, “Don’t have a meeting just to have a meeting” has to be near the top of the list. More of my time has been wasted on useless meetings than any other repeating event in my life. 

But meetings don’t have to be a waste of time. In fact, they are immensely valuable when executed correctly. That’s where this comprehensive guide comes in. This guide contains everything you need to know about hosting effective meetings that drive value and actionable change in your organization. 

Your Weekly Kickoff Meetings Will Never Be The Same

For starters, let’s ditch the weekly kickoff meetings. Ok, I know I just lost some of you, but I mean it. Weekly kickoff meetings are the epitome of “let’s have a meeting just to have a meeting”. 

In fact, many recurring meetings can have this issue. I blame it on the lack of reason for  the meeting. If it is a pre-scheduled meeting that takes place just to start the week off, your team is likely better off without it. 

9 Questions For Effective Meetings

To truly host an effective meeting, there are 9 primary questions you must ask yourself. The answers to these questions will also help to build the foundation for your meeting. Once you can successfully build a foundation for effective meetings, then you officially become a team leader. 

1. Does This Meeting Have A Purpose?

Not only do we need to determine if the meeting has a purpose, but we also must be able to build a detailed agenda out of that purpose. The purpose of the meeting can be as simple or complex as it needs to be. Everything from “do we keep Cindy on the team?” to “let’s identify monthly budget goals for the entire year” counts as a purpose. “Because it’s Monday” does not count as a purpose.

Once you have identified the purpose of your meeting, then you can begin on your meeting agenda. There is a strategy to create a useful meeting agenda, which I go into much more detail in this article on building meeting agendas.

2. Who Should Attend This Meeting?

Having been a manager for 15+ years, I have made the mistake of over-inviting team members to countless meetings over the years. My reasoning for this ranged from not wanting anyone to feel left out to making sure the whole team was forced to participate in one way or another. Neither of those are good reasons to invite people to a meeting.

Extending a meeting invite to those who are not pertinent to the meeting purpose will only dilute the effectiveness of your meeting. Individuals who are not necessary will naturally be less engaged and can even distract other members of your team. More people can also make some team members feel shy and less likely to participate.

An effective meeting will only include team members who are essential to the meeting purpose. From there, a designated team member can pass along important information from the meeting to the rest of the team. For more information on who to invite to a meeting, check out my guide here. 

3. What Time Should The Meeting Take Place?

First and foremost, the meeting should take place at a time when all essential team members are available. Since you’re only inviting team members that are essential to the meeting purpose, then all invitees are needed for the meeting to be successful. If one person is not available, the meeting cannot have the same effectiveness. Only schedule the meeting when every single person is able to make it.

You should also try to schedule meetings earlier in the day, preferably before lunch. Many professionals agree that productivity naturally decreases by the afternoon. People are often trying to finish things up before they leave for the day, and their brain is burdened with more than it was when they arrived at work that morning. 

3.5 How Long Should The Meeting Be?

This one doesn’t get its own list number, but it is still relevant and related to question #3. The length of your meeting directly correlates to its effectiveness. Can your team fill an entire hour with useful conversation exclusive to the purpose of the meeting? If not, then it’s best to shorten it. 

However long you decide your meeting should be, make sure you don’t go over your time limit. Show your team you respect their time and their schedules and don’t allow your meeting to go over the end time. Stick closely to your agenda and pace your meeting to ensure it ends on time.

4. Who Will Facilitate This Meeting?

If you automatically assumed you would because you’re the manager, then you are wrong! Your team hears from you enough, is it really necessary you run this meeting too? In some circumstances (like emergency meetings), then yes the manager is likely the best facilitator. But for team driven projects, there is likely a better fit.

Look back at your agenda. What is the primary purpose of the meeting? Is there a member of your team that typically tackles the items related to that purpose? If so, they are likely the best facilitator for this meeting. Empower that person by allowing them to help write the agenda and organize the meeting.

5. How Will We Communicate In This Meeting?

Starting with the post-2020 basics: is this meeting virtual or in-person? Your communication will look vastly different in one meeting type versus the other. Will you be using visual aids like handouts or a presentation? Make sure these are visible to all who attend. 

It may not be necessary for everyone to actively contribute to this meeting. However, since everyone you invited is essential to the meeting purpose, then you likely need something from everyone. If you have a more shy or reserved team member, ask for their contributions/ideas in advance so you can include them in your meeting aids.

6. How Will Decisions Be Made In This Meeting?

Not all meetings follow a collaborative decision-making process. While some may be consensus-based, others are majority vote. Certain types of meetings will also call for an authority decision that must be supported by the core team. 

Define what your decision-making process is prior to the meeting, and include what decisions must be made during the meeting. If a vote will take place, include this in the meeting agenda so participants know this is a part of the meeting process.

7. Who Is Responsible For Follow-Up?

This one is a biggie – assign actionable tasks to appropriate team members during the meeting. Without actionable tasks and owners of these tasks, the meeting will be no more effective than a weekly kickoff meeting.

Document any action items, key takeaways, and any decisions made in a meeting summary. Include any assigned responsibilities or tasks and who they are assigned to, including any appropriate deadlines. This meeting summary should be sent out to all attendees promptly after the meeting.

8. What Technology Will Be Used Or Needed For This Meeting?

Technology is an essential part of today’s business world, and meetings are no exception to this. There are many platforms to assist in scheduling meetings, hosting virtual meetings, and encouraging team interactions. Typically the best technology platform to use is one that your company already utilizes, such as Microsoft Outlook, Teams, or Zoom.

For the majority of blended teams, it is best to use basic technology without making it too complex. While cutting edge technology can often present well, utilizing it during a meeting can result in unforeseen issues causing delays or frustration.

9. Was This Meeting Effective?

After the meeting, assess its effectiveness. Did it achieve its objectives? Were the goals met? As redundant as this step may feel, it is important to take a step back and evaluate the effectiveness after each meeting. 

Solicit feedback from participants to identify areas for improvement in future meetings. Actively apply feedback and suggestions for upcoming meetings to ensure each meeting continues to address areas of improvement.

Benefits Of Focusing On The Foundations Of An Effective Meeting

Focusing on the foundational elements for an effective meeting is crucial for several reasons:

• Optimizes Use of Time and Resources:
  • Effective meetings are efficient and productive, making the best use of everyone’s time and resources. When meetings are well-structured and focused, participants can get back to their work faster, minimizing interruptions in their daily tasks.
• Enhances Decision-Making:
  • A well-organized meeting process ensures that important decisions are made with clarity and consideration. When participants understand the purpose and agenda, discussions are more focused, and decisions are more likely to align with the organization’s goals.
• Promotes Accountability:
  • Clear action items and responsibilities set during meetings promote accountability. When participants are held responsible for their commitments, tasks are more likely to be completed on time, leading to progress and results.
• Boosts Engagement and Participation:
  • An effective meeting encourages active participation and engagement from all attendees. When participants feel that their input is valued, they are more likely to contribute ideas, share knowledge, and collaborate effectively.
• Minimizes Frustration and Disengagement:
  • Poorly run meetings can be frustrating and demoralizing for participants. When meetings lack structure, focus, or purpose, it can lead to disengagement, decreased morale, and even resistance to future meetings.
• Improves Communication:
  • Effective meetings promote clear and open communication among team members. When discussions are well-facilitated, misunderstandings are minimized, and everyone has a chance to express their viewpoints.
• Facilitates Goal Achievement:
  • Meetings are often held to work toward specific goals or objectives. Focusing on foundational elements ensures that meetings contribute directly to achieving these goals, helping the organization move forward.
• Reduces Wasted Resources:
  • Inefficient or ineffective meetings waste valuable resources, including time, money, and personnel. By adhering to best practices, organizations can avoid these wasted resources.
• Enhances Organizational Culture:
  • Effective meetings contribute to a positive organizational culture by promoting transparency, accountability, and open communication. This, in turn, can lead to higher employee satisfaction and retention.
• Ensures Continuous Improvement:
  • Regularly evaluating meetings and seeking feedback allows organizations to identify areas for improvement and make necessary adjustments. This commitment to continuous improvement leads to more effective and efficient meetings over time.

Invest In Your Next Team Meeting

Focusing on the foundational elements of effective meetings is essential for achieving organizational goals, promoting teamwork, and ensuring that meetings are a valuable use of everyone’s time and effort. By following best practices and continually refining meeting processes, organizations can maximize the benefits of their meetings while minimizing the drawbacks of poorly executed ones.