9 Tips for Meetings that are Faster, More Fun, and More Focused

How LinkedIn Execs Run Meetings

Have you ever felt

frustrated during a

meeting?

cc:  Cubmundo  -­‐  h-ps://www.flickr.com/photos/55499300@N06  

The more senior you become, the more time

you’ll spend in meetings. cc:  Thomas  Hawk  -­‐  h-ps://www.flickr.com/photos/51035555243@N01  

Focused attention = manager’s most important resource

Improving meetings =

massive opportunity to boost productivity

cc:  Chris  Smith/Out  of  Chicago  -­‐  h-ps://www.flickr.com/photos/65315936@N00  

Great meetings include:

Thoughtful preparation and balanced discussion,

leading to a decision and commitment to action,

followed by execution thereafter.

cc:  InternaKonal  Railway  Summit  -­‐  h-ps://www.flickr.com/photos/129818214@N05  

Three sections:

BEFORE THE MEETING

DURING THE MEETING

AFTER THE MEETING cc:  hjl  -­‐  h-ps://www.flickr.com/photos/92605333@N00  

Three sections:

BEFORE THE MEETING

DURING THE MEETING

AFTER THE MEETING cc:  hjl  -­‐  h-ps://www.flickr.com/photos/92605333@N00  

1. Define the meeting success criteria

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"This meeting will be a success if..."

cc:  Pim  Fijneman  (finally  back)  -­‐  h-ps://www.flickr.com/photos/28193187@N06  

Example cover slide with meeting success criteria

Review the success criteria to start and end every

meeting cc:  clagnut  -­‐  h-ps://www.flickr.com/photos/27616775@N00  

2. Apply the RAPID framework to focus on the right people

cc:  ashraful  kadir  -­‐  h-ps://www.flickr.com/photos/46987892@N05  

The RAPID framework

Decide

Make the decision – Commit the organization

Agree Input

Recommend

Perform

Provide input to a recommendation

– views may or may not be reflected in

final proposal

Formally agrees to a decision

– views must be reflected in final proposal

Recommends a decision or action

Accountable for performing a decision once made

At a minimum, invite the “R” (Recommender) and the “D” (Decision-maker).

In most cases it makes sense to invite the “A” (Agrees with recommendation) and the “P” (Performer who executes the decision) as well.

The “I” (offers Input) is generally optional.

3. Send pre-read materials the day before.

cc:  nashworld  -­‐  h-ps://www.flickr.com/photos/28517410@N02  

Three benefits to sending materials in advance: 1. Optimize meeting time for discussion (vs. reading)

2. Surface questions/issues before the meeting

3. Prevents all-nighters for the presenters :)

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Three sections:

BEFORE THE MEETING

DURING THE MEETING

AFTER THE MEETING cc:  hjl  -­‐  h-ps://www.flickr.com/photos/92605333@N00  

4. Begin with a silent read-through — never present.

cc:  Camera  Eye  Photography  -­‐  h-ps://www.flickr.com/photos/22605449@N06  

Most execs can read faster than you can voice over the slides

Reserve first 5-10 mins. of meeting for read-through

Call out 2-3 important slides if needed

cc:  mnadi  -­‐  h-ps://www.flickr.com/photos/22965089@N00  

5. Rely on as few slides as possible, and use the whiteboard wisely.

cc:  jm3  -­‐  h-ps://www.flickr.com/photos/37996588780@N01  

For a one-hour meeting:

20 slides is max

(10-15 ideal)

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The more slides you have, the lower the likelihood that

any single slide is fully understood

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Use the whiteboard

The energy shifts from people talking at each other… To brainstorming collectively toward a common goal on the whiteboard.

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6. Poll the room using a go-around.

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Create balanced

discussion

cc:  diffendale  -­‐  h-ps://www.flickr.com/photos/7945858@N08  

How the "go-around" works

1.  Facilitator asks a basic question (e.g., 0-10 scale of how people are feeling, plus/minus feedback on project) 2.  One-by-one, each person provides input 3.  Keep it focused on the go-around (no sidebar conversations) and keep discussion tight (~1-2 min. per person) 4.  Ensure everyone has a chance to participate and feels heard

cc:  Leo  Reynolds  -­‐  h-ps://www.flickr.com/photos/49968232@N00  

Have fun with the question and the go-around!

cc:  D7eame  -­‐  h-ps://www.flickr.com/photos/55246612@N07  

Three sections:

BEFORE THE MEETING

DURING THE MEETING

AFTER THE MEETING cc:  hjl  -­‐  h-ps://www.flickr.com/photos/92605333@N00  

7. Distribute action items and notes.

cc:  DonkeyHotey  -­‐  h-ps://www.flickr.com/photos/47422005@N04  

Distribute action items and notes

•  Notes: Keep it concise; not a play-by-play, but rather a summary of key discussion points •  Action items: Specify owner of each, and ensure deadlines to complete are clearly stated •  Ideal to send as soon as possible after meeting to avoid staleness and ensure speed of action

8. Cascade relevant information to teams.

cc:  Nanagyei  -­‐  h-ps://www.flickr.com/photos/32876353@N04  

As a leader, you're representing your team at

the meeting

cc:  VinothChandar  -­‐  h-ps://www.flickr.com/photos/44345361@N06  

Give your team context on the outcome and next steps from the meeting, as soon as possible -- it will help them do their jobs better! cc:  IntelFreePress  -­‐  h-ps://www.flickr.com/photos/54450095@N05  

9. Follow up (keep your word).

cc:  iklash/  -­‐  h-ps://www.flickr.com/photos/48805491@N00  

Meetings are only as great as the commitment they create and the action they generate

So keep your word after the meeting, and let the note-taker know you’ve completed your action items to close the feedback loop and help ensure accountability.

cc:  Nanagyei  -­‐  h-ps://www.flickr.com/photos/32876353@N04  

In summary...

cc:  aresauburn™  -­‐  h-ps://www.flickr.com/photos/9993075@N06  

BEFORE THE MEETING

1.  Define the meeting success criteria

2.  Apply the RAPID framework to focus on the right people

3.  Send pre-read materials the day before

DURING THE MEETING

4.  Begin with a silent read-through — never present

5.  Rely on as few slides as possible, and use the whiteboard wisely

6.  Poll the room using a go-around

AFTER THE MEETING

7.  Distribute action items and notes

8.  Cascade relevant information to teams

9.  Follow up (keep your word)

Tips for Great Meetings

Want more? Read my LinkedIn post!

Enjoy this presentation? Share it with your network...

or better yet, during your next meeting!

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