Advertising
Advertising

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:

Advertising

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.

Advertising

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.

Advertising

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.

Advertising

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.

13 Work Life Balance Tips for a Happy and Productive Life How to Bullet Journal to Skyrocket Your Productivity 8 Time Management Strategies for Busy People 11 Tactics on Increasing Brain Power, Memory, and Motivation 7 Most Common Distractions at Work (And How to Tackle Them)

Trending in Smartcut

1 Top 10 Management Skills Any Strong Leader Should Master 2 6 Best Goal Setting Journals to Help You Stay on Track 3 What Is a Habit? Understand It to Control It 100% 4 9 Tips for Starting a New Job and Succeeding in Your Career 5 The Secret to Success Is Failure

Read Next

Advertising
Advertising
Advertising

Last Updated on April 8, 2020

How to Calm Down When You’re Stressed and Anxious

How to Calm Down When You’re Stressed and Anxious

Overwhelmed with work, family responsibilities, financial challenges and health issues are common culprits which catalyze stress and anxiety symptoms that show up differently in each and every one of us.

Whilst many of us are becoming much better at identifying what can trigger us to feel these, we’re not always that great at recognizing our individual thresholds; we don’t know exactly how to calm down when the mental, emotional storms erupt.

We can almost see you eye-rolling upon hearing commonly recommended stress antidotes such as taking a bath, lighting candles or going for a walk. Let’s face it. These simply aren’t practical things you can do when you’re on a red-eye flight at 5:30am to run a full day of training interstate and then fly back the same evening not to mention juggling a young family.

You want to know your triggers, predict the impact of them and have your own suite of tools up your sleeve to calm down that impact for the long-term.

Doing a little ground work to gain a strong self-awareness of your likely reactions puts you smack bang in the pilot seat to develop a robust mental and emotional toolkit that will work wonders for you.

A few simple but well-practiced techniques may be all you need to simmer down the cyclonic intensity of emotions, and disparaging thoughts pecking away at your self-esteem and confidence. However, it’s important you do this self-reflective groundwork first to gain maximum impact for long-term effect.

1. Strengthen Familiarity with What Triggers You

When you have arguments with your loved one, do you stop and look to see if there are certain things you fight about? Are there certain behaviors they display that drive you bananas?

Take your focus off them and ask yourself: “What is my usual response?”

Perhaps you feel the anger welling up inside your chest and you then spurt out that you’ve told him or her ten times before to not leave their underwear lying across the bedroom floor.

Think a little deeper. Ask yourself what values, standards and expectations you have that are not being met here. You’ll likely be attached to certain ways you believe things should play out. Are there assumptions and expectations as to how you believe people should conduct themselves and principles about how you feel you should be treated?

Advertising

Having a strong attachment to these for yourself is one thing. Expecting others to have the same attachment is often what can make the hot water start simmering.

It is often when people behave in ways inconsistent with our belief systems and events unfold in discord with what we expect and are prepared for that we feel the most stress and anxiety.

Make a list of the common circumstances in different areas of your life that cause you to become anxious and stressed. Against each of these, describe your stress response:

What happens? What do you feel?

Now think about the values, principles and expectations you have attached to these. You’ll see you have a few options:

  • Change my values and expectations
  • Try to change other’s values and expectations
  • Recognize and be in allowance of others having different values, standards and expectations

Reviewing how you react when you’re stressed and anxious, and identifying which of these three options above is going to best serve you, can greatly increase your ability to feel and be in control of calming your reaction.

You move closer to being able to choose how you want to respond as opposed to feeling helpless and the world is spiralling out of control.

2. Have Coping Statements on Hand

When you have a washing machine of chaotic thoughts churning in your mind, trying to implant thoughts that are the complete opposite of what you’re thinking and feeling can be pretty hard.

Not being able to do it can also add another layer of us feeling disappointment in ourselves. We feel we’re failing.

Having coping statements that you can literally latch on to to help you calm down in those stressful and anxious moments, can be particularly helpful.

Advertising

Look at creating palm cards and just have three to five of these you can have in your pocket or in your purse. Here are 6 examples:

  • Even though I am feeling this right now, I am going to be alright
  • What I am feeling right now is uncomfortable. I won’t feel this way forever. Soon the intensity of what I am feeling will pass.
  • I’ve survived these feelings before. I can do it again.
  • I feel this way because of my past experiences but right now, I am actually safe.
  • It’s ok for me to feel this way. My body and brain are trying to protect me but I am actually safe right now.
  • Ah, here you are again, anxiety. Thanks for showing up to protect me, but I don’t need you right now.

Choose words and dialogue that feel true and accurate for you. Read the statements out to yourself and test how fitting they are for you. What feels more assuring, calming and right for you?

Make these statements your own. The aim is of these statements is to de-escalate the intensity of what you feel when you’re anxious and stressed.

Remember, you want to refrain from having blunt statements which feel or sound like they’re self-reprimanding because they won’t be pacifying in a positive way.

If you are unsure as to how to come up with statements that fit for you, look to work with a psychologist or licensed therapist to give you a strong start.

3. Identify and Develop Physical Anchors

You actually have within you resources to provide some of the most effective ways to calm yourself down in heightened moments you feel stressed and anxious. Renowned clinical psychologist Dr. Peter Levine and expert in treating stress and trauma, teaches us how techniques which do this, such as Somatic Experiencing®[1] can significantly help us calm down.

By learning to be fully present and applying touch to certain areas of your body (e.g. forehead and heart space), you increase your capacity to self-regulate. You also learn how to attend to and release your unique symptoms that your body has been containing in a way you have not been able to before.

Here’s one technique example:

  1. Get in a comfortable position
  2. Have your eyes open or closed, whatever feels most comfortable for you
  3. Now place one hand on your forehead, palm side flat against the skin
  4. Place the other hand, palm down across your heart space above your sternum… the flat of your chest area.
  5. Gently turn your attention to what you feel physically in the area between your two hands. Observe and just take notice of what you physically feel. Is your chest pounding? How strong are its beat and the rhythm? Do you notice any other sensations anywhere else between your two hands?
  6. Don’t try to push or resist what you’re feeling. Try to just sit with it and remain this way with your hands in place until you feel a shift, a physical one. It might take a little longer, so try to be patient.

You might feel a change in energy flow, a change in temperature or different, less intense sensations. Just keep your hands in place until you feel some kind of shift, even if gradual.

It might take you even 5 to 10 minutes but, riding this wave will help you to process what discomfort your body is containing. It will greatly help to release it so you gradually become calmer.

Advertising

Purely cognitive exercises can be tough at the outset. Learning somatic experience techniques is particularly helpful because you’re engaging in exercises where you physically can feel the difference. Feeling the changes helps you increase confidence you can control and reduce the discomfort you’re feeling. You’ll be motivated to keep practicing and improving this skill you can take anywhere, anytime.

4. Move and Get Physical

If you’re not one to exercise, you’re robbing yourself of some very easy ways which help you calm down and reduce stress and anxiety responses. Many neuro chemical changes take place when you engage in exercise.

At certain levels of physical exertion, your brain’s pituitary gland releases neurotransmitter endorphins. When they bind with certain opiate receptors in your brain, signals are transmuted throughout your nervous system to reduce feelings of pain and trigger feelings of euphoria. You might have heard the term ‘runner’s high’.

For the last 20 years, University of Missouri-Columbia’s Professor Richard Cox has conducted research showing that high intensity interval training (HIIT) is more effective at reducing anxiety and stress levels than other forms of aerobic exercise.[2] However, if you would rather slay dragons than turn up an F45 class, it’s essential you still find something that will physically shift you and alter your current mental and emotional state of mind, even just a fraction to start with. It’s 100% ok if this is not your cup of tea.

So in a day full of back of back-to-back meetings, what can you do?

If you’re sitting, stand. Change your posture and open your body up. Have a suite of discrete stretches you can do regularly as you deepen and engage in diaphragmatic breathing.

If you’re looking down at your desk at work and feeling increasingly stressed, look up and change what you’re looking at. Give yourself more than a few moments to decompress.

The main thing is to change your disposition from the one you’re in when you are experiencing anxiety and stress symptoms. You’re shaking it up to calm it down.

5. Transform Your Unhelpful Inner Dialogue and Its Energy

Learning cognitive restructuring techniques can truly work wonders in helping you recognize and re-frame unhelpful dialogue and negative critical thinking patterns. This involves a little preparation being transparent with yourself about what exaggerated perspectives you might ascribe to what’s happening when you’re feeling stressed and anxious.

When you open your email inbox and see a flood of requests which require more time and energy you have for that day, dread starts to settle in and the following comes to mind: “This is impossible. How can they expect me to be able to do all this? It’s completely unreasonable!”

Advertising

Instantly, many other thoughts that reinforce this line of thinking as well as the emotional energy of your first conscious thought start unravelling. A 4-step process you can engage to calm the eruption is:

  1. Catch and notice that first thought you had. What was it? What did you think and/or say to yourself?
  2. Recognize that what you’re feeling and be in allowance of the initial intensity of whatever those emotions are.
  3. Breath deliberately a little more deeply and slowly for a few seconds.
  4. State to yourself: “Right now (in this moment) I’m feeling overwhelmed by this, however maybe I can look at what I can make good progress and headway with as a start from here on.”

Notice the language in step 4 is tentative, supportive, soft and not resistant nor defiant of what your original thought was. You accept your original thought, but gradually you become stronger at pivoting it.[3] You’re expanding your growth mindset language.

It’s definitely worth working with a coach or trained therapist to learn how to tailor re-framing statements which can truly help you calm down.

Final Thoughts

We know, in our minds what we should do. When we’re in the thick of experiencing mental and emotional turmoil, it’s actually harder to implement what we know. In those moments, you’re unlikely to have capacity to think about what you need to do, let alone do it effectively to help you feel calmer.

The key is to practice so that when the storm is brewing, your toolkit and supplies are in easy access. You already know your safety drill well.

Knowing you have strategies and prepared processes up your sleeves helps you not only become better at calming yourself in amongst currently stressful situations. You have more confidence now to face more anxiety-provoking stressors because you have developed the resources to handle it.

How you invest time and energy into getting to know your triggers and thresholds will influence how effective these strategies will work for you. We’re not denying relaxing baths or regular massages are helpful, however these band-aid-like solutions don’t really confront the root causes.

If you truly want to turn your experience of your stress and anxiety symptoms around, dig deeper, do the groundwork and that which rattled your cage will quickly become a thing of the past.

More Stress Management Tips

Featured photo credit: Brooke Cagle via unsplash.com

Reference

Read Next