Tips for an efficient meeting

Time is precious and we take it from ourselves and others during a meeting; here's how to make your meetings count.

Oh, meetings…There is much written about them. They are commonplace in today’s office (even virtual) and are oft the default button when things aren't going well. I’m not opposed to meetings but I do like to apply a level of discipline to them. Here are a few of my meeting laws:

1. Have a Purpose: Time is precious and we take it from others when we call meetings. Ask yourself if the meeting’s purpose is worth the gathering. Give meetings purpose and structure. Never meet just to meet. If it can be done effectively by email then start there.

2. Define Ownership: Which person owns the meeting, meaning they will assemble the group, administer it, and ensure its intent is met?

3. Prioritize Punctuality: Early is on time, on time is late. We sit, or we dial in and we start. We don’t wait on people. We end on time. People do not plan for additional meeting time.

4. Provide Key Takeaways: Make sure you know what the “so what?” of every slide, every bullet, every graph, and the meeting overall. Make sure you know what you want people to take away from you presentation.

5. Take Action: Assembling in groups fosters synchronization and knowledge sharing but there ought to be action during or following a meeting. Members solve problems on the spot or leave with problems to solve and tasks to accomplish.

Of course, there are exceptions to these and I confess I violated them from time to time. But something was always abundantly clear to me each time I led or chaired a meeting. Meetings provide a variety of opportunities for great things. They are: