THINK BUSINESS — Mastering Your Meetings
If you were to rate your meetings (management/sales/production) what grade (0 to 10) would you give them?
If you asked your team members if your meetings with them were the highlight of their week, would they say yes or no? Do you look forward to these meetings or are they more of an obligation or habit?
Many years ago I was traveling with a good friend. We were discussing the business and my overall stress levels. I said to him that I feel like I am always in meetings. If I had fewer meetings I would be able to get so much more accomplished in the week.
He then turned to me and said something I will never forget. He said, “Mark, meetings are your job!”
While this is so simple, it dramatically changed how I looked at meetings moving forward.
When you realize your role as a leader, it is your job to communicate ideas and vision. It is your job to lead synergistic discussion to make the best decisions. It is your job to motivate and inspire others to achieve goals.
Then meetings are just a forum to make this happen.
Making World-Class Meetings
After this revelation, I began to look at meetings very differently.
Rather than just an obligation, I began to see them as an honor to take business to the next level. I started to treat them with a degree of reverence and much greater importance.
The following are a few tips or insights to help you make world class meetings.
1. Why? It sounds simple, but many meetings evolve (not designed) and it is rarely questioned “why” we are having this meeting. I always begin with asking myself “What are the meeting goals? Are these goals worthwhile? Does everyone understand the three top meeting goals? Are you and the business getting the right ROI from the meeting?”
By asking why and making it even a discussion topic, you will be able to raise the bar.
2) Make them relevant. The meeting content needs to be relevant. It also needs to be fresh. Of course, sometimes you need to cover specific updates and metrics, but make sure you allow equal time for discussion topics and idea sharing (short and long term).
3) Engage the participants. A great leader/moderator makes sure everyone is engaged in the meeting. If some are not, then it is the leader’s fault.
Try throwing the less vocal members a softball question or simply ask, “Bob, what are your thoughts on Mary’s idea?” Not only will you find a better overall meeting dynamic but you might be surprised that Bob has a great insight.
4) Make them fun. If meetings are fun, people will enjoy them more. You want to address the goals but don’t forget about the fun. You might use an ice breaker occasionally or share a funny story.
You also might do some brainstorming about the future just to get some long-term muscles exercised with the group. Don’t hesitate to deputize one of them to share or do a fun activity in the meeting too.
5) Use visual tools. Most of us are visual thinkers. If you use visual tools and metaphors it helps the meeting members get it. For example, ask them to pick an automobile that best describes the production team (a BMW or a Ford?) then let them describe why.
Another visual aid would be to ask them to rate their customer experiences on a scale of 0 to 10. Then go around the room and have them explain why. This not only helps you understand but also creates overall alignment.
6) Find the right cadence. We often like or don’t like a movie based on how long or short it is. This is also true for meetings. Finding the right length and the right pace for a meeting is very important.
This may take some time to master, but begin by asking the participants how long the meeting should be. Make a commitment to stick to the end time and tweak it for future meetings.
Again, finding the right balance is the key.
7) Make them a priority. When meetings are a priority they start on time and everyone is prepared. It is not OK to miss the meeting casually. If you begin to see this meeting as a performance and not just information sharing then the meeting is different.
Start by saying to yourself that this meeting is the top priority in your day and the bar is raised. If you are a skilled grower or a top gun sales person then you know it takes time to develop those mastery skills.
Become a Meeting Master
Being a meeting master also takes time. It takes time with your skills but also with the participants getting the “great meeting” dance down.
The first step is to become a student of outstanding meetings and you will see them through a new lens.
Remember, “Meetings are your job!”
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