How to Get the Most out of Meetings

Quick Tips on Leading and Participating in Small Business Meetings

By Gary Vaughan, PMPSenior SharePoint and Knowledge Management Advisor

My LinkedIn Profileglvconsulting@hotmail.com

Washington, D.C.April 27, 2013

First…Do you Need a Meeting?

• Alternatives to in-person small group* meetings:– Email exchange– Teleconference– Online webinars– Stand-ups, or…– Consult with stakeholders one-on-one (a la Columbo!)– Less preparation, less time…but less engagement!

• Benefits of sit-down meetings– Communication, accountability, energy…teamwork

*a “small group” defined as roughly 10-15 people

Basic Meeting Tips

• Quick “Do’s”– Set meeting ground rules, assign tasks– State clear purpose, agenda (feedback!)– Be mindful of attendees’ “stakes” – Start and end on time (and “cue” last 10 min.)

Be Prepared!: advance agenda, consultations, handouts, room arrangements, and IT set-up

More Basic Meeting Tips…

• Be a good facilitator: – Ask open vs. close-ended questions– Summarize discussion at times– “Herd the cats”

• Stay on topic, balance folks’ participation• Take minutes…or ask for a volunteer!

Sense a meeting’s mood…humor can help!

Basic Meeting “Don’ts”

• Don’t…– Come unprepared– Oversteer or manipulate a meeting– Talk too much!– Comment “out of turn” vs. timing your inputs– Be neither “unprofessional”…nor “boring”

Don’t “just sit there” in a bad meeting! …but help as an an active leader or participant

Types of Meetings

• Conferences, workshops, small meetings• Formal (official) vs. Informal (give-and-take)• Events– Dinners, receptions– Trade shows, exhibits– Square tables or “knowledge cafes”– Adapt type meeting to your purpose!

Good meetings are positive, informative, and action-oriented

Choose Your Physical Venue

• Good scheduling and meeting duration• Appropriate location: a “full house” best• Power of standing…seated…at table head• Use of computer, handouts, flip charts

A virtual, online venue also important for records, discussion between meetings

Know Your Audience…

• Target key stakeholders vs. just “fill a room”• But often turnout matters (a “full house” gives

importance, energy, credibility)!• Aim for good attendance mix (ages, gender,

expertise, bosses, staff…”like a good party”)

Best meetings are when everyone contributes

Lead from the Chair…or the Floor!

• You can “lead” meeting regardless of role• Idea is to use everyone’s time economically• leader as a “credible, honest broker”• Most meetings are fluid…guide the flow!• Leadership may vary - depending…: more

passive (briefing) vs. decisive (tasks)Good leadership and followership are key!

Getting off to a good start…

• If you chair, state purpose, expectations• Use intro’s as segways to meeting agenda• Chat for rapport…but not to distract• Agenda as a rough guide…but not “lockstep”• Share agendas (usually!) before vs. at meeting• A good start “builds energy” for positive

discussion and endin consensus, results

Going with the Flow…

• Meeting less “run” than “moderated”• Use looks, gestures…interrupt to keep on track• Build on someone’s idea, integrate others’• Close with summary…or ask someone to.• Roles: present, question, integrate…”zoned”, bomb-throw!

• A good meeting is like a “play” with “actors”

Measuring Meeting Success

• Some “common sense” indicators of success– High energy, active participation, good flow– If able chair, your points seized, expanded– People tend to stay behind, if a success– By contrast, a problem if folks dozing or leaving

If a problem, ask for help, “how is this meeting going”?

Meeting Technology

• Outlook is your friend – agendas, notes• But archive info online (e.g. SharePoint)• Value of online task lists, schedules• For virtual meetings:– Webinars – video, threaded discussions (e.g.

Adobe Connect)– Online invitations, agendas (e.g. eVite)

Virtual and Physical Meetings Can be Complementary, not “either-or” options

Meeting Resources

• How to Run a Meeting, Harvard Business Review, Anthony Jay (abstract)

• Teams vs. Communites of Practice, Richard McDermott

• My thanks for early ideas for this piece from my consulting colleague, Tom Leonhardt

Learn by meeting at work: notice people’s roles!Practice at an outside Toastmasters Club - public

speaking and meeting skills at a nominal cost