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Published on March 19, 2019

How to Lead Team Meetings in the Most Productive Way

How to Lead Team Meetings in the Most Productive Way

During a busy week, the last thing a leader or manager wants is a wasted hour or two sat in an unproductive meeting.

If I asked you what the most efficient way to be inefficient would be, I’m sure many of you would say “bad meetings.”

Meetings today consume more work hours than ever before. Today, leaders spend about half their week in meetings.[1] According to research from TED a third of that time is wasted on pointless, badly run meetings.

A survey from Clarizen reported that workers consider status meetings a waste of time and that almost 50% of respondents would rather go to the DMV or watch paint dry.[2]

In an article for Harvard Business Review,[3] three consultants from Bain report the results of an exercise in which they analyzed the Outlook schedules of the employees of an unnamed “large company” – and concluded that one weekly executive meeting took up 300,000 hours a year.

And that total, the authors write, “doesn’t include the work time spent preparing for meetings”.

How many meetings have you attended where there was no clear agenda or objective?

How many of you have sat in meetings that jumped around from topic to topic with no clear action plan at the end of the meeting?

If you’ve left meetings more confused than when you arrived, please raise your hand.

Meetings don’t have to be something we dread and endure. They don’t have to be something we drift in and out of.

We have to find ways for meetings to be far more intentional, energising and productive, that deliver real, tangible results.

So how to lead team meetings more productively?

Here are 10 ways that leaders and managers can start leading team meetings that are productive and effective, and beneficial for everyone involved:

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1. Frame Each Meeting in a Positive Way

To get everyone in the room in a positive mindset and energised for the meeting, a great starting point is to get everyone in the room to share something they’ve made progress on or are excited about.

This immediately sets the tone and direction of the entire meeting.

Rather than people being in a negative mindset about having to attend the meeting, they come from a place of positivity, contribution and positivity.

2. Have a Clear Leader in The Room

Whatever the purpose of the meeting, someone in the room has to take charge of directing and leading the meeting.

This person will set the agenda for the meeting, make sure it doesn’t go off topic and will ensure the meeting stays within an agreed timeframe.

They will often report on progress, give clarity on what needs to happen after the meeting, and get commitment from people in the meeting on future actions steps.

If there is no-one taking control, people with the biggest personalities or biggest opinions can dominate and stop quieter personalities from contributing.

3. Have the Right People in the Room

Think back to the last great meeting you were in… Was the meeting full of people “making up the numbers’” or was it full of people who were contributing and providing input?

I’m guessing it was the latter.

To lead a really productive meeting, take time to consider who will be involved.

You want people in the room who will add value, who are active contributors, have background knowledge, are decision makers, are action takers and who will be directly impacted by the outcome of the meeting.

Be wary of filling the room, unless you absolutely have to, with people whose motivation for being there is either status or a fear of missing out on something.

Focus on getting people in the meeting room who will bring productive contribution, not passive bystanders.

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If you have the autonomy to arrange your meetings however you like, focus on doing it so they deliver the most productive results.

4. Use People’s Unique Strengths in Different Meetings

Not everyone in your company or team are the right fit for every meeting.

A great tip for creating productive meetings is to get clear on what meetings team members should and should not be a part of.

Don’t think about just filling the room, be selective about inviting people who you know will make the biggest contribution.

We all have different strengths. Some of your team members will be great in brainstorming meetings, while others may get stressed out at the thought of participating.

The same goes for process and status meetings.

When it comes to creating the biggest impact from the meeting, it’s important to consider what energy you want in the room and who can bring the right value to a meeting.

If you have clarity on that, ensure the right people in the room.

During my corporate career, I used to lead brainstorming, strategy and status meetings. I knew that different members of team would bring different skill sets to specific meetings.

One of my senior directors was more strategic than creative, so I would ensure she was number one on my team sheet for the strategy meetings. But I kept her out of the brainstorming meetings, in favor of other team members.

Another team member was a great strategic planner, so I would ensure she sat in both brainstorming and strategy meetings. During the brainstorming meetings, her value was thinking about the plan and action steps needed to execute on the creative ideas.

Leading productive meetings is often about being the conductor of a great orchestra. If you don’t have the right complementary instruments and performers in the room, collaborating together and working in harmony, the result can be a big mess. But, if you bring the right performers together, the results can be magical and inspiring.

5. End Meetings with Clear Action Steps and Responsibilities

Think back to the last meeting you were in, chances are there were lots of great conversations, valuable inputs and insights.

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But what happened at the end of the meeting? Did you all go your separate ways, or was there clear action steps and responsibilities set?

It’s worthwhile to set aside time at the end of every meeting to have everyone share their biggest insight.

This reinforces contribution and collaboration and ensures everyone comes away from the meeting with a clear perspective on the value of the meeting.

To reinforce this further, it is the responsibility of the meeting’s leader to clearly lay out the action steps, personal responsibilities and timeframes for taking action on the key elements of the meeting.

6. Create a Clear Purpose for the Meeting

Staying on track is one of the hardest challenges for running an effective, productive meeting. The reason for this is that many meetings are set up without a clear purpose, or even agenda.

Some meetings happen simply because someone may have decided that you are going to have a weekly status meeting.

Turning up to meetings like that, without a clear understanding of what specifically the meeting is about, what the agenda is or what the priorities for the meeting are, can make you feel like the meeting is a waste of your time.

When you are clear on the purpose of the meeting, you will be more engaged, know what to prepare beforehand and know what the desired outcomes of the meeting are.

7. Hold the Meeting Standing Up

In an article in the Journal of Applied Psychology, the authors found that sit down meetings took 34% longer than stand up meetings.[4]

If you are finding that your sit down meetings are not being as productive as you wish them to be, change things up and get all participants to stand.

8. Make Meetings Shorter

If you have a clear purpose and agenda for the meeting, you should have a sense of how long the meeting should last.

Many meetings I’ve experienced in the past had a calendar invite set for either 45 minutes or 60 minutes. Some meetings actually finished earlier, but because the time frame had been set for a designated time, the meeting carried on going for no real reason.

Start setting meetings with a shorter time window, be that 30 minutes or 40 minutes, and see if the meetings become more productive and effective.

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Our attention span and energy levels can begin to drop off the longer the meeting goes on.

9. Start and End on Time

No one wants to be kept waiting for meetings to start, and have to reschedule if meetings overrun.

If you run meetings that start on time and end on time, participants know what to expect and know to turn up on time.

If team members choose not to arrive on time, it may be wise to have a separate meeting with that person to make it clear that you expect them to arrive on time.

10. Change up the Environment

If you find that meetings are slow to get going or are becoming stale, it might be time to change up your environment.

I’ve had some of my most productive meetings simply by leaving the office and going to an inspiring venue, or having a meeting or two in a local park.

The Bottom Line

Meetings are not going away. They are an inevitable, and essential, part of corporate and business life.

But to ensure they are not just a waste of time and are an effective way of collaborating and working to deliver and achieve major goals and projects, we need to set the meetings up so they are worthwhile, productive and produce tangible results.

We need to learn how to lead team meetings productively and effectively.

If you take action on the tips and strategies I’ve laid out on how to lead team meetings in the most productive way, you will ensure that you maximize the strengths and mental energy of everyone in the room.

Your meetings will no longer be something you and your team dreads or tries to avoid. Instead, the meetings will become a way to reconnect, get creative, decide on strategy, get support, celebrate progress, and generate productive momentum.

More Resources About Workplace Productivity

Featured photo credit: Campaign Creators via unsplash.com

Reference

More by this author

Mark Pettit

Mark Pettit is a Business Coach for ambitious entrepreneurs and business owners who want to achieve more by working less.

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Last Updated on December 10, 2019

How to Stay Motivated and Reach Your Big Goals in Life

How to Stay Motivated and Reach Your Big Goals in Life

It is hardly a secret that the key to successfully accomplishing one goal after another is staying motivated. There are, of course, tasks which successful people may not like at all, yet they find motivation to complete them because they recognize how each particular task serves a greater goal.

So how to stay motivated most of the time? Here are 5 simple yet effective ways on how to stay motivated and get what you want:

1. Find Your Good Reasons

Anything you do, no matter how simple, has a number of good reasons behind it.

You may not be able to find good reasons to do some tasks at first but, if you take just a few moments to analyze them, you will easily spot something good. We also have many tasks which don’t need any reasoning at all – we’ve been doing them for so long that they feel natural.

If you’re ever stuck with some tasks you hate and there seems to be no motivation to complete it whatsoever, here’s what you need to do: find your good reasons.

Even when you set goals, there needs to be reasons behind these goals. They may not be obvious, but stay at it until you see some, as this will bring your motivation back and will help you finish the task.

Some ideas for what a good reason can be:

  • A material reward – quite often, you will get paid for doing something you normally don’t like doing at all.
  • Personal gain – you will learn something new or will perhaps improve yourself in a certain way.
  • A feeling of accomplishment – at least you’ll be able to walk away feeling great about finding the motivation and courage to complete such a tedious task.
  • A step closer to your bigger goal – even the biggest accomplishments in history have started small and relied on simple and far less pleasant tasks than you might be working on. Every task you complete brings you closer to the ultimate goal, and acknowledging this always feels good.

2. Make It Fun

When it comes to motivation, attitude is everything. Different people may have completely opposite feelings towards the same task: some will hate it, others will love it.

Why do you think this happens? It’s simple: some of us find ways to make any task interesting and fun to do!

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Take sports for example. Visiting your local gym daily for a half-an-hour workout session sounds rather boring to some. Yet many others love the idea!

They like exercising not only because they recognize the good reasons behind it, but simply because it’s fun! At certain time of their daily schedule, they find going to gym to be the best thing to do, simply because nothing else will fit their time and lifestyle so perfectly.

Depending on how you look at it, you can have fun doing just about anything! Just look for ways of having fun, and you’ll find them!

A simple approach is to start working on any task by asking yourself a few questions:

  • How can I enjoy this task?
  • What can I do to make this task fun for myself and possibly for others?
  • How can I make this work the best part of my day?

As long as you learn to have the definite expectation of any task being potentially enjoyable, you will start to feel motivated.

Some of you will probably think of a thing or two which are valid exceptions from this statement, like something you always hate doing no matter how hard you try making it fun. You’re probably right, and that’s why I don’t claim everything to be fun.

However, most tasks have a great potential of being enjoyable, and so looking for ways to have fun while working is definitely a good habit to acquire.

3. Change Your Approach And Don’t Give Up

When something doesn’t feel right, it’s always a good time to take a moment and look for a different approach for the task.

You may be doing everything correctly and most efficiently, but such approach isn’t necessarily the most motivating one. Quite often, you can find a number of obvious tweaks to your current approach which will both change your experience and open up new possibilities.

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That’s why saying “one way or another” is so common — if you really want to accomplish your goal, there is always a way; and most likely, there’s more than one way.

If a certain approach doesn’t work for you, find another one, and keep trying until you find the one which will both keep you motivated and get you the desired results.

Some people think that trying a different approach means giving up. They take pride in being really stubborn and refusing to try any other options on their way towards the goal.

My opinion on this is that the power of focus is great, but you should be focusing on your goal, and not limiting your options by focusing on just one way to accomplish it it.

4. Recognize Your Progress

Everything you may be working on can be easily split into smaller parts and stages. For most goals, it is quite natural to split the process of accomplishing them into smaller tasks and milestones. There are a few reasons behind doing this, and one of them is tracking your progress.

We track our progress automatically with most activities. But to stay motivated, you need to recognize your progress, not merely track it.

Here’s how tracking and recognizing your progress is different:

Tracking is merely taking a note of having reached a certain stage in your process. Recognizing is taking time to look at a bigger picture and realize where exactly you are, and how much more you have left to do.

For example, if you’re going to read a book, always start by going through the contents table. Getting familiar with chapter titles and memorizing their total number will make it easier for you to recognize your progress as you read. Confirming how many pages your book has before starting it is also a good idea.

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You see, reading any book you will be automatically looking at page numbers and chapter titles, but without knowing the total number of pages, this information will have little meaning.

Somehow, it is human nature to always want things to happen in short term or even at once. Even though we split complex tasks into simpler actions, we don’t quite feel the satisfaction until all is done and the task is fully complete.

For many scenarios though, the task is so vast that such approach will drain all the motivation out of you long before you have a chance to reach your goal. That’s why it is important to always take small steps and recognize the positive different and progress made. This is how your motivation can sustain in long term.

5. Reward Yourself

This is a trick everyone likes: rewarding yourself is always pleasant. This is also one of the easiest and at the same time most powerful ways to stay motivated!

Feeling down about doing something? Dread the idea of working on some task? Hate the whole idea of working? You’re not alone.

Right from the beginning, agree on some deliverables which will justify yourself getting rewarded. As soon as you get one of the agreed results, take time to reward yourself in some way.

For some tasks, just taking a break and relaxing for a few minutes will do.

For others, you may want to get a fresh cup of coffee and even treat yourself a dessert.

For even bigger and more demanding tasks, reward yourself by doing something even more enjoyable, like going to a cinema or taking a trip to some place nice, or even buying yourself something.

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Your progress may not seem to others like anything worth celebrating but, take time and do it anyway! It is your task and your reward, so any ways to stay motivated are good.

The more you reward yourself for the honestly made progress, the more motivated you will feel about reaching new milestones, thus finally accomplishing your goal.

Mix and Match

Now that you have these five ways of staying motivated, it is a good moment to give you the key to them all: mix and match!

Pick one of the techniques and apply it to your situation. If it doesn’t work, or if you simply want to get more motivated, try another technique right way. Mix different approaches and match them to your task for the best results.

Just think about it: Finding good reasons to work on your task is bound to helping you feel better; and identifying ways to make it fun will help you enjoy the task even more.

Or, if you plan a few points for easier tracking of your progress and on top of that, agree on rewarding yourself as you go; this will make you feel most motivated about anything you have to work through.

More to Boost Your Motivation

Featured photo credit: Lucas Lenzi via unsplash.com

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