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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 March 23, 2021

Manage Your Energy so You Can Manage Your Time

Manage Your Energy so You Can Manage Your Time

One of the greatest ironies of this age is that while various gadgets like smartphones and netbooks allow you to multitask, it seems that you never manage to get things done. You are caught in the busyness trap. There’s just too much work to do in one day that sometimes you end up exhausted with half-finished tasks.

The problem lies in how to keep our energy level high to ensure that you finish at least one of your most important tasks for the day. There’s just not enough hours in a day and it’s not possible to be productive the whole time.

You need more than time management. You need energy management

1. Dispel the idea that you need to be a “morning person” to be productive

How many times have you heard (or read) this advice – wake up early so that you can do all the tasks at hand. There’s nothing wrong with that advice. It’s actually reeks of good common sense – start early, finish early. The thing is that technique alone won’t work with everyone. Especially not with people who are not morning larks.

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I should know because I was once deluded with the idea that I will be more productive if I get out of bed by 6 a.m. Like most of you Lifehackers, I’m always on the lookout for productivity hacks because I have a lot of things in my plate. I’m working full time as an editor for a news agency, while at the same time tending to my side business as a content marketing strategist. I’m also a travel blogger and oh yeah, I forgot, I also have a life.

I read a lot of productivity books and blogs looking for ways to make the most of my 24 hours. Most stories on productivity stress waking up early. So I did – and I was a major failure in that department – both in waking up early and finishing early.

2. Determine your “peak hours”

Energy management begins with looking for your most productive hours in a day. Getting attuned to your body clock won’t happen instantly but there’s a way around it.

Monitor your working habits for one week and list down the time when you managed to do the most work. Take note also of what you feel during those hours – do you feel energized or lethargic? Monitor this and you will find a pattern later on.

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My experiment with being a morning lark proved that ignoring my body clock and just doing it by disciplining myself to wake up before 8 a.m. will push me to be more productive. I thought that by writing blog posts and other reports in the morning that I would be finished by noon and use my lunch break for a quick gym session. That never happened. I was sleepy, distracted and couldn’t write jack before 10 a.m.

In fact that was one experiment that I shouldn’t have tried because I should know better. After all, I’ve been writing for a living for the last 15 years, and I have observed time and again that I write more –and better – in the afternoon and in evenings after supper. I’m a night owl. I might as well, accept it and work around it.

Just recently, I was so fired up by a certain idea that – even if I’m back home tired from work – I took out my netbook, wrote and published a 600-word blog post by 11 p.m. This is a bit extreme and one of my rare outbursts of energy, but it works for me.

3. Block those high-energy hours

Once you have a sense of that high-energy time, you can then mold your schedule so that your other less important tasks will be scheduled either before or after this designated productive time.

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Block them out in your calendar and use the high-energy hours for your high priority tasks – especially those that require more of your mental energy and focus. You also need to use these hours to any task that will bring you closer to you life’s goal.

If you are a morning person, you might want to schedule most business meetings before lunch time as it’s important to keep your mind sharp and focused. But nothing is set in stone. Sometimes you have to sacrifice those productive hours to attend to other personal stuff – like if you or your family members are sick or if you have to attend your son’s graduation.

That said, just remember to keep those productive times on your calendar. You may allow for some exemptions but stick to that schedule as much as possible.

There’s no right or wrong way of using this energy management technique because everything depends on your own personal circumstances. What you need to remember is that you have to accept what works for you – and not what other productivity gurus say you should do.

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Understanding your own body clock is the key to time management. Without it, you end up exhausted chasing a never-ending cycle of tasks and frustrations.

Featured photo credit: Collin Hardy via unsplash.com

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