The art of the meeting: Tips for engagement and productivity

I'm a travel enthusiast. I find the research and planning stages of travel particularly enjoyable. My trips are usually with friends or family, and we all love the collective discussions involved.

These discussions naturally lead to important decisions, task delegation, and project management. In short, these are the meetings I enjoy the most. However, many of the work meetings I attend are tedious.

I remember reading a joke once: 'Are you lonely? Hold a meeting!' Too frequent meetings are something most people in organisations dislike. Online meetings can be even more challenging. Why is this?

Guidelines for effective meetings

Meetings are undoubtedly necessary for an organisation to function smoothly. Let's explore how to conduct effective meetings and implement decisions and findings. Here are some guidelines:

• Prepare a clear agenda for all pre-scheduled meetings. Allow time for discussing relevant matters not included in the agenda.
• Start meetings on time. This should be a cultural norm. It's frustrating for punctual participants to wait for others.
• Appoint a leader or leaders to guide the meeting and ensure it runs smoothly. Begin with a brief introduction outlining the meeting's duration, purpose, and agenda. A positive start is recommended.
• Establish ground rules (e.g., mobile phone use, addressing each other) to maintain discipline and focus. For highly important meetings, consider banning mobile phones entirely.
• Define the decision-making process clearly. Avoid relying solely on democratic methods. Granting veto power to top management can be beneficial.
• Discuss and resolve each agenda item before moving on to the next. If a decision can't be reached, postpone or delegate the matter.
• Encouraging participation and considering everyone's opinions can increase the acceptance of decisions.
• Ensure accurate meeting minutes.
• Aim to conclude meetings at a predetermined time. Lengthy meetings can be tiring and unproductive.
• Summarize key decisions and findings before the meeting ends.
• Create a clear, time-bound action plan for follow-up tasks.
• Refer to previous meeting minutes and action plans in subsequent meetings.
• Consider gathering participant feedback after the meeting, even informally.

Meetings come in all shapes

Formal and informal meetings serve different purposes. Formal meetings often occur without much prior planning but can be highly effective for decision-making and understanding.

Many modern organisations foster such gatherings within and around their teams.

Daily or occasional short meetings can improve coordination and efficiency. Stand-up meetings are a common practice.

Participants stand during the meeting, which typically lasts 10-15 minutes. Exceeding this duration can reduce effectiveness and engagement.

Online meetings

Online meetings have been a valuable tool, especially during the pandemic. They enable communication and decision-making across geographic distances.

However, they lack the personal connection and in-depth discussions that face-to-face meetings offer.

Environmental distractions can be a challenge in online meetings. Participants may also experience more fatigue and burnout compared to in-person meetings.

Providing technical training can help address the needs of those with limited technical knowledge. A reliable internet connection is essential for smooth operation.

Every meeting should contribute to the organisation's and participants' efficiency, cooperation, and communication. By fostering a positive atmosphere, meetings can become enjoyable and beneficial for everyone involved.

Ultimately, the success of a meeting is measured by the implementation of decisions and plans. Just as a memorable trip is the result of careful planning and discussions, the anticipation and excitement surrounding future meetings can be equally rewarding.

(The author is the Director of Hanhold Consulting Pvt. Ltd. E-mail: [email protected] Web: www.hanhold.com Tel: 62386 01079)

*This article was originally published in Dhanam Business Magazine.