Five Steps to Running Efficient and Effective Meetings
By incorporating these five steps into your meeting routine, you'll find that sessions become more efficient, focused, and productive.
Let's face it—most of us dread meetings. We've all sat through sessions that felt like a waste of time, leaving us wondering how to reclaim those lost minutes or hours. But what if meetings could be transformed from necessary evils into productive and even enjoyable experiences? Over the past 15 years, I've developed a tried-and-true framework for running meetings, particularly remote calls with external individuals. While this approach is especially effective for virtual meetings with third parties, it can be adapted for in-person and internal meetings as well. I’ve found this approach invaluable for situations including:
Sales
Interviews (Customer Research and Hiring)
Customer Success & Account Management
Project Management
Support
Here are five steps to make your meetings more efficient and effective.
1. Start with Icebreakers
Building rapport is crucial, especially when interacting with individuals you may not know well. Starting the meeting with brief icebreakers helps establish a personal connection and sets a positive tone for the discussion ahead. Simple questions like "How was your weekend?" or "What's the weather like where you are?" can open up friendly conversation. If there's a significant event happening in their area, you might ask if they are attending. When you've spoken before, referencing something from your previous conversation—such as asking about a project they were excited about—shows that you remember and care about their interests.
It's important to keep this segment brief, ideally no more than five minutes, to ensure ample time for the main agenda.
Tip: Building a personal connection at the start can make the rest of the meeting more engaging and collaborative.
2. Always Come Prepared with an Agenda
Having an agenda is essential as it serves as the roadmap for your meeting, setting expectations and keeping everyone focused on the objectives. If possible, share the agenda ahead of time by attaching it to the meeting invite or sending it via email along with the meeting link. Clearly outlining the key points you plan to cover allows participants to prepare and think about the topics in advance. If there are any documents or frameworks that need to be reviewed, providing these materials beforehand can lead to more productive discussions during the meeting. By ensuring everyone knows what to expect, you pave the way for a more efficient and focused conversation.
Benefit: A well-prepared agenda enhances productivity by keeping discussions on track and participants engaged.
3. Explain What You Hope to Accomplish
At the start of the meeting, clearly state its purpose and the goals you hope to achieve. Begin by articulating the "why" behind the meeting; for example, you might say, "Today, I'd like to cover X, Y, and Z." This sets a clear agenda and helps participants understand the meeting's objectives. It's also important to align these objectives with the other party's goals by asking if there's anything they would like to add or address. Phrasing it as, "Is there anything else you'd like to cover?" invites collaboration and ensures that everyone's priorities are considered. Setting these expectations at the outset not only keeps the meeting focused but also provides a reference point to steer the conversation back if it starts to veer off-topic. By establishing a mutual understanding of the meeting's goals, you create a mechanism for maintaining focus throughout the discussion.
Benefit: Clearly stating objectives ensures alignment and facilitates a more effective meeting.
4. Take Notes and Seek Clarity
Active note-taking during the meeting is crucial for capturing important details and ensuring that nothing is overlooked. Whether you prefer using a digital tool or pen and paper, jotting down key points helps keep track of the discussion. Additionally, asking clarifying questions is essential to confirm your understanding of what has been said. You might say, "Let me make sure I understood you correctly," and then paraphrase their statements. This not only confirms your comprehension but also highlights how others might interpret their words. Be sure to note any action items and who is responsible for them, which will be important when outlining next steps. By taking thorough notes and seeking clarity, you ensure that everyone is on the same page and that crucial details are not missed.
Purpose: Effective note-taking and clarification prevent misunderstandings and ensure accountability.
5. End with a Recap and Next Steps
As the meeting draws to a close, it's important to summarize the key points discussed and outline the next steps. Begin by briefly recapping what was covered during the meeting to ensure everyone has a shared understanding of the outcomes. Then, define the next steps by specifying who is responsible for each action item and establishing deadlines for deliverables. Confirm these commitments by asking, for example, "Can we count on you to have that completed by next Tuesday?" This not only clarifies expectations but also enhances accountability. If necessary, schedule follow-up meetings to review progress or address additional topics. After the meeting, send a post-meeting email that recaps the discussion and outlines the agreed-upon next steps. This written summary serves as a reference point and ensures that everyone knows what is expected moving forward.
Benefit: Ending with clear next steps solidifies commitments and promotes follow-through.
Conclusion
By incorporating these five steps into your meeting routine, you'll find that sessions become more efficient, focused, and productive. Not only will you achieve your objectives, but you'll also build stronger relationships with colleagues and clients. Remember, effective meetings are about clear communication, shared understanding, and mutual commitment to action.
If you found this framework helpful, please like, subscribe, and share this post with others who might benefit. Stay tuned for next week's Five Friday, where we'll explore more strategies for professional success. See you next week!