I’m certain most of us can agree that we aren’t all that happy to be asked to attend a meeting. Why is that? In my opinion, meetings can be used by senior staff to assert their dominance over their subordinates and as a platform to settle scores, rather than being a productive space to accomplish real work.
And if power plays are not involved, simple inefficiency might be to blame. Imagine yourself stuck in a meeting about a new social media campaign. It starts late, there’s no agenda, and people keep going off on tangents about last night’s TV show or soccer game. By the end, you’re more confused than ever, unsure of the next steps. This, my friends, is a classic example of a poorly run meeting.
Now, picture a different scenario: a meeting to strategise the launch of a new product. It starts on time, a clear agenda outlines the discussion points, and everyone comes prepared with ideas. The conversation flows naturally, solutions are brainstormed collaboratively, and a concrete action plan is formulated. You leave feeling energised and motivated, with a clear understanding of your role in the project’s success. This is the power of a well-run meeting.
By adopting a more focused and time-efficient approach, meetings can be transformed from unproductive time sinks into strategic tools that drive business growth. Implementing the recommendations below
will not only improve individual productivity but also foster a culture of efficient collaboration. Let’s reclaim our time and ensure meetings become catalysts for progress, not obstacles to success.
First off, how long should a meeting be? In our fast-paced business environment, time is a precious commodity. Yet, we often find ourselves spending a significant portion of our workday in meetings. While collaboration is crucial, traditional one-hour meetings frequently fall short, leaving participants disengaged and frustrated.
A Harvard Business Review survey revealed a concerning trend: 65% of senior managers felt meetings hindered their ability to complete core tasks, and 71% reported that meetings were unproductive and inefficient. Clearly, the current one-hour meeting format is no longer serving us well. We need a more strategic approach that prioritises focused discussions and actionable outcomes.
Research shows a clear correlation between meeting length and participant engagement. Historically, the one-hour format has been the default, based on the perceived average human attention span of around 45 minutes. Think back to your school days, in South Africa at least. Lesson periods mirrored this structure, with single lessons lasting 30 minutes and double lessons 45 minutes. This was no coincidence; it was designed to optimise learning based on cognitive cycles. We propose revisiting this logic for business meetings.
By structuring meetings with a clear understanding of our attention spans, we can foster a more productive environment.
Six ways to revolutionise your meetings:
- The power of 45 minutes: Shifting the focus from a one-hour default to a targeted 45-minute core discussion period aligns with our natural attention span. If the topic is complex, you might need to allow an hour. The key is to stick to the allotted timeframe.
- Preparation is paramount: Before sending a meeting invite, take a moment to consider its purpose. What do you want to achieve by the end? Is it to brainstorm ideas
for a new project or tackle a specific problem? Having a clear objective will guide everything from who you invite to how you structure the discussion. Then, create a clear and concise agenda. Think of it as a roadmap for your meeting, outlining the key discussion points and allocating realistic time slots for each. Share this agenda beforehand, outlining objectives and desired outcomes.
This ensures everyone arrives prepared and focused, ready to contribute effectively. Don’t be afraid to experiment with different meeting formats to suit the objective.
For short updates, consider a standing meeting to keep the energy high and avoid information overload Brainstorming sessions can benefit from mind-mapping tools that visually capture ideas and foster creative thinking.
3. Facilitation for flow:
Designate a facilitator to manage time, ensure inclusivity, and keep the discussion on track. A skilled facilitator can help maintain momentum and ensure that everyone has the opportunity to contribute.
4. Actionable outcomes: Conclude each meeting
with a concise summary of decisions made and clear next steps assigned to responsible individuals. This practice ensures accountability and keeps the team aligned on goals and tasks.
5. Embrace technology:
Use online collaboration tools to facilitate note-taking, action item tracking, and real-time brainstorming, all of which should be accessible post-meeting. These tools enhance transparency and make follow-up easier.
Prioritise attendance:
A successful meeting should ideally have only five to seven people, including the facilitator, note-taker, and other participants. It’s important to invite only those who are essential to the discussion. Large meetings can be chaotic and hinder progress. Having a focused list of attendees ensures that meetings stay relevant and efficient.
How to communicate in a meeting
The way we communicate goes beyond words. Make sure everyone feels heard and valued by maintaining good posture, making eye contact, and actively listening to others. Imagine a lively social discussion – people lean in, engaged in the conversation. Aim to replicate that atmosphere in your meeting room.
Active listening doesn’t just mean staying silent – it means truly focusing on what others are saying, avoiding interruptions, and resisting the urge to check your phone. Let’s face it, we’ve all been there, but a focused meeting requires everyone’s full attention.
By following these tips and constantly seeking ways to improve, you can transform unproductive meetings into effective collaboration sessions that drive results, keep your team engaged, and leave you feeling energised, not drained. After all, who says meetings can’t be enjoyable and productive?
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