How To Run a Meeting

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Have you ever been at a meeting where all you can think about is how much more productive you’d be working alone at your desk? And how much of the company’s money is swirling down the drain while your co-workers surreptitiously check their Blackberries under the table? And how you wish you had made like the crew of the Enola Gay and carried a cyanide capsule with you?

People hate meetings. But it’s not the meetings themselves that are inherently pencil-in-eye inducing, it’s how meetings are run. Without a real leader, meetings can become unproductive and inefficient, not only wasting time and money, but sapping office morale. But it doesn’t have to be this way.

A man knows how to lead. He knows how to run a meeting that starts on time, ends on time, and gets things done. Here’s how.

Establish whether the meeting is absolutely necessary. Before you even think about scheduling a meeting, figure out if you really and truly need one. You should only call for a meeting if:

  • The information to be discussed could not be disseminated via telephone or email. Meetings should never be called when only a one-way information exchange is needed.
  • There are clear benefits to having everyone together in one room.

Set an agenda. This is crucial for a productive meeting. Without a clear, pre-set agenda, a meeting will drift off-topic and interminably drag on. And then when you’re done and everyone has dispersed, you’ll suddenly remember an important point you forgot to bring up, thus necessitating another meeting. Type up an agenda for the meeting with a specific list of what items will be discussed and in what order. Email everyone a copy a day or two before the meeting to give them a heads up about what to expect and some time to start thinking about the issues and what they’d like to contribute. People can also make additions and objections to the agenda before the meeting instead of at the meeting. Make it clear in your message that if it’s not on the agenda, it can’t be discussed at the meeting. Paste the agenda into the body of the email. People don’t open attachments. Make sure key people will be in attendance. If you call a meeting when you know key people can’t come, you’ll basically spend the meeting trying to talk around them and saying, u201CWell, we’ll have to wait to see what Mike has to say before we can start on that for sure.u201D Decisions get deferred, more meetings are necessitated, and you waste time afterwards bringing the MIA people up to speed. Arrange a meeting for when you know key people can make it.

Talk one on one with people to resolve pet issues before the meeting. Even if you make it clear that only agenda items can be discussed during the meeting, there are always people who try to break this rule and bring up their favorite pet issue. These people can get the meeting way off track. If you know someone has an issue that doesn’t really affect the group, talk to them one on one before the meeting to preemptively resolve the problem and nip their meeting interruption in the bud.

Bring bagels or donuts. The only thing that makes meetings a bit more palatable is something for the palate. Bring something for people to munch on. Set up the chairs in a U-shape. There are 3 different ways to set up a meeting room: the U-shape, a circle, or lecture style. Lecture style, with everyone sitting side by side and facing the front, gives the leader complete control, but doesn’t allow for any collaboration. The circle lends itself to a feeling of equality and plenty of group-think, but with no clear leader, the discussion can easily devolve into a bunch of flapdoodle. The U-shape is the best compromise; it gives people a chance to share and collaborate, but the guy at the top of the U is recognized as the leader and can keep things on track.

The circular, uber-democratic, let’s hug it out style has been in vogue for awhile now, and it makes everyone feel important, but it’s also the reason meetings get off-track and become totally unproductive. The truth is that not everyone does have something important to say, and a leader is crucial in keeping things focused on the things that matter.

Start on time. And don’t recap for late people. Doing so legitimizes lateness and disrespects those who made an effort to show up on time.

Begin with what was accomplished since the last meeting. u201CLast time we talked about x and here’s how it’s been implemented.u201D If you don’t want people to feel like meetings are pointless, you have to offer some proof that they’re not.

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