7 Tips to Get the Most out of Meetings
Time is a zero-sum game. I've often pondered the possibility of creating more time and where I would choose to spend it. One thing's for sure, it wouldn't be in more meetings. This isn’t to say that meetings aren’t important, they are particularly important when they are effective and efficient but the vast majority of meetings, more than 70% according to Team Stage are unproductive and don’t add value.
When young professionals ask me about how I manage my workday, I usually point out that, apart from No Meeting Fridays, I spend most days in meetings. To be fair, the frequency and quantity of meetings can vary depending on our roles. If our responsibilities entail overseeing diverse teams, we'll inevitably find ourselves in meetings, listening to challenges, exploring opportunities, and providing guidance, among other things. Not to mention, if we're involved in numerous cross-organizational projects, we will also be in our fair share of meetings. Several studies have examined the rise in the number of meetings. On average, these studies suggest that American professionals spend anywhere from 35% to 50% of their working hours in meetings. How does this align with your own experience?
When it comes to planning meetings, I've discovered a few strategies that work well for me.
Plan with purpose: For any meeting I initiate, I make sure to have a clear agenda, either roughed out in my mind or on paper—it's my north star. If the meeting is not initiated by me, more often than not, I also request an agenda. This is consistent for most internal and external meetings.
Think about the format: Before scheduling a meeting, I always consider whether it is necessary or if the matter can be effectively handled through email. This is important because I am busy, my colleagues are busy, and the people that we engage with in the broader community are also busy. To determine what type of meeting, it's important to assess if the complexity of the subject necessitates a discussion outside of an email. I think we have all been on emails back and forth where a quick phone call, which essentially functions as a meeting, would have been the most efficient approach. Also, its worth noting that any meeting that is about brainstorming ideas, are best done in person and there should be consideration given to whether the meeting is to debate, discuss or decide. I can make the case that these can be done through a video call or in person.
Less time can be better. Most people default to an hour-long meeting, but I have found that varying the meeting duration based on the actual time needed for listening, thinking, and providing insights is more effective. Requesting agendas, background information, or pre-reads also helps streamline meetings. As a result, most of my meetings last less than an hour, with many lasting 15 to 30 minutes or even less. It is incredibly empowering when you can achieve what you need from a meeting and get your time back.
Choose the right attendees: When requesting a meeting, I carefully consider who I need to meet with. Years ago, I used to believe that the most influential person in any organization was the CEO. However, I've come to realize that it's actually the person who can promptly respond to your inquiries and help you achieve a positive outcome.
Recently, I received an email from a group who wanted to discuss a topic. After reviewing the topic, I promptly connected them to the right person, and to my surprise, they were offended. "I didn't mean to offend," I later shared it was just that I took the liberty to connect them with the team member whom I felt would be better suited to assist them.
Define success: Know what a win looks like for each meeting. If you achieve your goal quickly, there's no need to keep talking. Respect everyone's time by declaring victory and wrapping up efficiently. Years ago, I was with a salesperson who couldn't help himself. During our debrief, I shared with him that he had the deal locked down. However, because he didn't stop talking, he actually talked himself out of the deal. He said, "I can't help myself." We all like the sound of our own voices and must resist the urge of overselling once the meeting is over. Give the gift of time back and simply say thank you. Remember, time is a zero-sum game.
Avoid unnecessary additions: Don't be that person who piggybacks on others' comments just to say the same thing without adding anything new. Be mindful and avoid piling on with redundant contributions.
Silence is golden: If a topic arises that you're unfamiliar with or not passionate about, it's okay to stay silent. There are plenty of times in meetings where the topic has moved, and it is no longer in an area where I, even as the CEO, am the right person to comment, so I don't. Reserve your comments for areas where you have expertise or a genuine interest, allowing others to speak and save time.
By considering these aspects, I strive to optimize the effectiveness of my meetings and make the most of the time I have available.
If you could create more time, would you spend it in meetings?
What tips would you share for improving meetings and reducing the time in them?