We've had our fair share of meetings. We, like everyone else have noticed they sometimes can be unnecessarily overwrought, time-consuming and even downright useless. There are loads of online sources all offering cures for meeting-itis, that look at how they can be more productive in regards to wasting less time. There is a great vid from Work Smart series the Fast Company and Gina Trapani who is the author of Upgrade Your Life and founding editor of Lifehacker.com here:
Being aware of the necessity of meetings at work and aware of its pitfalls we've tried to make meetings enjoyable and productive here and here's a few things on what we've done. This is not an advice article by the way, we're just sharing our meetings ideas. Tackling each pitfall one by one.
Overwroughtness: When it comes to impressing that prospective new client, partner or anyone on the other side of the desk or coffee table; people tend to elaborate. Language, ideas, keynotes, everything. We find that the truth looks best naked. Let nothing obscure what meaning you're trying to convey. We speak to everyone in meetings as conversationally as possible to ensure clarity, if your friends can easily understand that joke you heard or that article you read, why shouldn't your clients just as easily understand that idea you have? We recognise some people are impressed by 'big words' but more are impressed with clarity of thought, we go for the latter.
Time-consumingness: Again, there's loads of great ideas floating on the interweb, like no chairs. No Blackberries to aid distractions, and all that, so check that video out above. We just make sure everything is covered on the agenda in the time allocated and no more. Not complex, but it works for us.
Uselessness: We make sure that an agenda is laid out beforehand. Not a formal, rigid, this-is-everything-we-will-discuss-no-more-no-less type of agenda just a points-on-what-we-are-going-make-sure-we'll-talk-about-and-reach-a-conclusion-on-type-of-agenda. We like to send this to everyone coming to the meeting a few days before to get things added or taken out. So everyone knows and can prepare for what will be talked about.
When we're meeting someone new, we ask at the beginning how much time is allocated for this. Can't tell you how many times we think we've been afforded an hour when all we get is thirty minutes.
We also prepare for it. Not rigidly, but we think it works to bring notes along attached to the points in the agenda, like questions or points to raise.
Finally, we try and find conclusions, surely you met to get something resolved. So hopefully we leave knowing what the next steps are and when they'll be taken.