I recently ran a training session with one of my clients on how to run effective meetings. This particular business had dozens of internal meetings each month and found that they often overran, weren’t focused and effective, and involved a number of people to whom the content wasn’t always relevant.

In this guide, I share my top 6 tips for running effective meetings. Meetings play an important role in the success of any business. But here’s the catch—they must be effective to make a difference.

Effective meetings help teams communicate better, make decisions faster, and ultimately drive the business forward. That’s why mastering the art of running effective meetings is so important.

In this guide, I’ll walk you through everything you need to know to make your meetings count. From understanding the purpose of meetings to crafting a timed agenda and overcoming common challenges, we’ll cover it all.

Now, let’s dive in and learn how to make your meetings effective!

What is the purpose of team meetings?

Let’s examine the purpose of meetings. This is an essential step in ensuring our meetings are effective and worth everyone’s time.

First things first, why do we even have meetings? Well, meetings are like checkpoints on our journey towards achieving our goals. They’re where we come together to discuss important tasks, make decisions, and move forward as a team.

But here’s the thing – if we don’t know why we’re having a meeting in the first place, it’s like driving without a destination. We might end up going in circles or getting lost along the way. That’s why it’s super important to clearly define the purpose of each meeting.

So, how do we do that? One simple way is to ask ourselves a few questions before scheduling a meeting.

Questions like:

By answering these questions, we can get a clear picture of why we’re meeting and what we hope to accomplish. When everyone is on the same page about the purpose of the meeting, it is much easier to stay focused and productive.

Plus, there’s a direct link between having a clear purpose and the effectiveness of the meeting. When we know why we’re meeting and what we’re trying to achieve, we can structure the meeting in a way that helps us reach our goals efficiently.

So, next time you’re planning a meeting, take a moment to think about its purpose. Trust me, it’ll make a world of difference in how productive and successful your meetings are!

How to choose the correct meeting format

Let’s talk about evaluating meeting formats. Sometimes, a meeting might not be the best way to communicate, and it’s important to recognise when that’s the case.

How do we determine whether a meeting is the right format? It all depends on what we’re trying to achieve and who needs to be involved. If we’re sharing information or giving updates, sending an email or posting on a noticeboard might be more efficient. On the other hand, if we need to brainstorm ideas, make decisions, or collaborate on a project, a meeting could be the way to go.

It’s also worth considering the percentage of meetings that could be replaced with other forms of communication. Sometimes, we fall into the habit of scheduling meetings out of habit, even when they’re not necessary. By taking a step back and evaluating whether a meeting is truly needed, we can save everyone time and make sure our communication is as effective as possible.

So, next time you’re considering scheduling a meeting, ask yourself if it’s the best way to achieve your objectives. You might be surprised at how often there’s a better alternative!

How to decide on meeting frequency

Let’s examine meeting frequency. Meetings are key to creating rhythm and accountability in our business, so getting the frequency right is key.

Meetings are like the heartbeat of our business – they keep us on track, help us stay connected, and ensure everyone is moving in the same direction. By meeting regularly, we create a sense of rhythm and routine that can boost productivity and morale.

But how do we determine how often to meet? Well, there are a few factors to consider.

Firstly, we need to think about the purpose of the meeting. Some topics might require more frequent discussions, while others can be addressed less frequently.

Next, we need to take into account our team dynamics:

Are we a small, close-knit team that communicates well? Or are we a larger team with more complex communication needs?

Based on these factors, we can make recommendations for optimal meeting frequency. For example, some meetings might be best held on a quarterly basis to review long-term goals and strategies. Others might need to be monthly to discuss ongoing projects and priorities. Weekly meetings could be useful for keeping everyone updated on day-to-day operations, while daily check-ins might be necessary for teams working on fast-paced projects.

Ultimately, the goal is to find a meeting frequency that strikes the right balance between staying connected and not overwhelming our team members. By considering the purpose of the meeting and our team dynamics, we can establish a meeting schedule that works for everyone and helps us achieve our business goals.

How to create and follow a timed meeting agenda

Having a structured agenda is important for keeping meetings focused and productive.

Imagine this: you’re heading into a meeting with your team, but there’s no clear plan for what you’re going to discuss or how long each topic will take. Before you know it, the meeting is dragging on, conversations are going off track, and you’re left feeling like you’ve wasted valuable time.

That’s where a timed agenda comes in. By setting a schedule for the meeting and allocating specific time slots to each agenda item, you ensure that everyone knows what to expect and that the meeting stays on track.

Here’s an example of what a timed agenda might look like:

Meeting: Weekly Team Check-in Date: [Insert Date] Time: [Insert Time]

Meeting Agenda

1. Welcome and Introductions (5 mins)
2. Review of Action Items from Previous Meeting (10 mins)
3. Project Updates:
   • Project A (15 mins)
   • Project B (15 mins)
4. Discussion:
   • Topic 1 (10 mins)
   • Topic 2 (10 mins)
5. Any Other Business (5 mins)
6. Wrap-up and Next Steps (5 mins)

By breaking down the meeting into specific time slots, you ensure that each agenda item gets the attention it deserves and that the meeting effectively stays on track.

Another tip for creating a structured agenda is to include clear objectives for each agenda item. This helps everyone understand why each topic is being discussed and what the desired outcome is.

Lastly, circulating the agenda before the meeting is key. This allows everyone to review the topics that will be discussed, come prepared with any necessary information, and ensure that the meeting runs smoothly.

A timed agenda is a powerful tool for keeping meetings focused, productive, and efficient. So, next time you’re planning a meeting, be sure to craft a structured agenda—your team will thank you for it!

How to successfully chair a meeting

Let’s explore the important role of effective meeting chairing. As the chair of the meeting, you are responsible for maintaining focus, relevance, and productivity throughout the discussion.

Firstly, let’s talk about some strategies for chairing meetings effectively:

Time Management: Keep a close eye on the clock and ensure each agenda item is discussed within its allocated time slot. Politely but firmly guide the conversation back on track if it starts to stray off-topic.

Summarising Key Points: Throughout the meeting, summarise key points and decisions made to ensure everyone is on the same page. This helps reinforce understanding and keeps the meeting moving forward.

Active Listening: Listen attentively to what each participant has to say and encourage everyone to contribute to the discussion. This fosters a collaborative atmosphere and ensures that all viewpoints are considered.

Managing Side Discussions: Side discussions can be a major distraction during meetings. Politely intervene if side conversations emerge and redirect the focus to the main agenda.

Encouraging Participation: Actively engage all meeting participants by asking for their input and inviting them to share their thoughts and ideas. This creates a sense of inclusivity and ensures that everyone feels valued.

Setting Ground Rules: Establish clear ground rules at the beginning of the meeting, such as raising hands to speak, avoiding interruptions, and respecting everyone’s opinions. Enforcing these rules helps maintain order and professionalism.

Adapting to Group Dynamics: Pay attention to the group’s dynamics and adjust your approach accordingly. For example, if certain individuals dominate the conversation, encourage quieter members to speak up.

Overall, effective meeting chairing requires a combination of strong leadership skills, excellent communication, and the ability to keep participants engaged and focused. By implementing these strategies, you can ensure that your meetings are productive and effective and ultimately contribute to the success of your team or organisation.<.p>

Meeting actions

Let’s discuss the importance of actionable follow-up after a meeting. It’s not enough just to discuss things during the meeting—we need to ensure that agreed-upon actions are recorded, assigned, and followed up afterwards.

One way to do this is by using an action sheet. An action sheet is a simple document outlining who is responsible for what and when. It typically includes columns for the following information:

Action Sheet Columns:

• Who: This column specifies the person or team responsible for completing the action.
• What: This column describes the action or task that needs to be completed.
• When: This column indicates the deadline or timeframe for completing the action.

Here’s an example of what an action sheet might look like:

Action Sheet Example

Using an action sheet has several benefits. Firstly, it ensures that everyone knows exactly what they need to do, reducing the risk of tasks falling through the cracks. Secondly, it provides a clear record of agreed actions, making tracking progress easy and holding people accountable.

Focusing on action-oriented documentation rather than detailed meeting minutes, we streamline the follow-up process and ensure that meetings are productive and outcomes-focused.

Next time you’re wrapping up a meeting, remember to create an action sheet and ensure that everyone knows their responsibilities. It’s a simple yet powerful way to turn discussion into action and drive results for your team or organisation.

Let’s recap the key points this article covers when running effective meetings. We’ve discussed the importance of understanding the purpose of meetings and evaluating whether a meeting is the most suitable format for communication. We’ve also explored strategies for establishing meeting frequency, crafting a timed agenda, effective meeting chairing, and actionable follow-up using an action sheet.

I want to encourage you to implement these effective meeting strategies in your business or organisation. By taking the time to plan and structure your meetings, you can ensure that they are focused, productive, and result-oriented. Remember, effective meetings are not just about ticking boxes – they’re about driving meaningful progress and achieving your goals.

As we wrap up, I want to emphasise the importance of continuous improvement in meeting practices. Like any other aspect of business, meeting management requires ongoing evaluation and refinement. Don’t be afraid to experiment with different approaches, gather feedback from participants, and make adjustments as needed. By continuously striving to improve your meeting practices, you can create a culture of efficiency and effectiveness within your team.

If you’re looking for further guidance on running effective meetings or enhancing your leadership skills, don’t hesitate to get in touch with me for business coaching services. Together, we can work towards achieving your business goals and maximising your team’s potential.

Remember, every meeting is an opportunity to drive progress and make a positive impact. Let’s make the most of it!