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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 January 6, 2021

14 Ideas on How to Measure Productivity to Make Progress

14 Ideas on How to Measure Productivity to Make Progress

Everyone has heard the term productivity, and people talk about it in terms of how high it is and how to improve it. But fewer know how to measure productivity, or even what exactly we are talking about when using the term “productivity.”

In its simplest form, the productivity formula looks like this: Output ÷ Input = Productivity.

For example, you have two salespeople each making 10 calls to customers per week. The first one averages 2 sales per week and the second one averages 3 sales per week. By plugging in the numbers we get the following productivity levels for each sales person.

For salesperson one, the output is 2 sales and the input is 10 sales: 2 ÷ 10 = .2 or 20% productivity. For salesperson two, the output is 3 sales and the input is 10 sales: 3 ÷ 10 = .3 or 30% productivity.

Knowing how to measure and interpret productivity is an invaluable asset for any manager or business owner in today’s world. As an example, in the above scenario, salesperson #1 is clearly not doing as well as salesperson #2.

Knowing this information we can now better determine what course of action to take with salesperson #1.

Some possible outcomes might be to require more in-house training for that salesperson, or to have them accompany the more productive salesperson to learn a better technique. It might be that salesperson #1 just isn’t suited for sales and would do a better job in a different position.

How to Measure Productivity With Management Techniques

Knowing how to measure productivity allows you to fine tune your business by minimizing costs and maximizing profits:

1. Identify Long and Short-Term Goals

Having a good understanding of what you (or your company’s) goals are is key to measuring productivity.

For example, if your company’s goal is to maximize market share, you’ll want to measure your team’s productivity by their ability to acquire new customers, not necessarily on actual sales made.

2. Break Down Goals Into Smaller Weekly Objectives

Your long-term goal might be to get 1,000 new customers in a year. That’s going to be 20 new customers per week. If you have 5 people on your team, then each one needs to bring in 4 new customers per week.

Now that you’ve broken it down, you can track each person’s productivity week-by-week just by plugging in the numbers:

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Productivity = number of new customers ÷ number of sales calls made

3. Create a System

Have you ever noticed that whenever you walk into a McDonald’s, the French fry machine is always to your left? 

This is because McDonald’s created a system. They have determined that the most efficient way to set up a kitchen is to always have the French fry machine on the left when you walk in.

You can do the same thing and just adapt it to your business.

Let’s say that you know that your most productive salespeople are making the most sales between the hours of 3 and 7 pm. If the other salespeople are working from 9 am to 4 pm, you can potentially increase productivity through something as simple as adjusting the workday.

Knowing how to measure productivity allows you to set up, monitor, and fine tune systems to maximize output.

4. Evaluate, Evaluate, Evaluate!

We’ve already touched on using these productivity numbers to evaluate and monitor your employees, but don’t forget to evaluate yourself using these same measurements.

If you have set up a system to track and measure employees’ performance, but you’re still not meeting goals, it may be time to look at your management style. After all, your management is a big part of the input side of our equation.

Are you more of a carrot or a stick type of manager? Maybe you can try being more of the opposite type to see if that changes productivity. Are you managing your employees as a group? Perhaps taking a more one-on-one approach would be a better way to utilize each individual’s strengths and weaknesses.

Just remember that you and your management style contribute directly to your employees’ productivity.

5. Use a Ratings Scale

Having clear and concise objectives for individual employees is a crucial part of any attempt to increase workplace productivity. Once you have set the goals or objectives, it’s important that your employees are given regular feedback regarding their progress.

Using a ratings scale is a good way to provide a standardized visual representation of progress. Using a scale of 1-5 or 1-10 is a good way to give clear and concise feedback on an individual basis.

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It’s also a good way to track long-term progress and growth in areas that need improvement.

6. Hire “Mystery Shoppers”

This is especially helpful in retail operations where customer service is critical. A mystery shopper can give feedback based on what a typical customer is likely to experience.

You can hire your own shopper, or there are firms that will provide them for you. No matter which route you choose, it’s important that the mystery shoppers have a standardized checklist for their evaluation.

You can request evaluations for your employees friendliness, how long it took to greet the shopper, employees’ knowledge of the products or services, and just about anything else that’s important to a retail operation.

7. Offer Feedback Forms

Using a feedback form is a great way to get direct input from existing customers. There are just a couple of things to keep in mind when using feedback forms.

First, keep the form short, 2-3 questions max with a space for any additional comments. Asking people to fill out a long form with lots of questions will significantly reduce the amount of information you receive.

Secondly, be aware that customers are much more likely to submit feedback forms when they are unhappy or have a complaint than when they are satisfied.

You can offset this tendency by asking everyone to take the survey at the end of their interaction. This will increase compliance and give you a broader range of customer experiences, which will help as you’re learning how to measure productivity.

8. Track Cost Effectiveness

This is a great metric to have, especially if your employees have some discretion over their budgets. You can track how much each person spends and how they spend it against their productivity.

Again, this one is easy to plug into the equation: Productivity = amount of money brought in ÷ amount of money spent.

Having this information is very useful in forecasting expenses and estimating budgets.

9. Use Self-Evaluations

Asking your staff to do self evaluations can be a win-win for everyone. Studies have shown that when employees feel that they are involved and their input is taken seriously, morale improves. And as we all know, high employee morale translates into higher productivity.

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Using self-evaluations is also a good way to make sure that the employees and employers goals are in alignment.

10. Monitor Time Management

This is the number one killer of productivity in the workplace. Time spent browsing the internet, playing games, checking email, and making personal calls all contribute to lower productivity[1].

Time Management Tips to Improve Productivity

    The trick is to limit these activities without becoming overbearing and affecting morale. Studies have shown that most people will adhere to rules that they feel are fair and applied to everyone equally.

    While ideally, we may think that none of these activities should be done on company time, employees will almost certainly have a different opinion. From a productivity standpoint, it is best to have policies and rules that are seen as fair to both sides as you’re learning how to measure productivity.

    11. Analyze New Customer Acquisition

    We’ve all heard the phrase that “It’s more expensive to get a new customer than it is to keep an existing one.” And while that is very true, in order for your business to keep growing, you will need to continually add new customers.

    Knowing how to measure productivity via new customer acquisition will make sure that your marketing dollars are being spent in the most efficient way possible. This is another metric that’s easy to plug into the formula: Productivity = number of new customers ÷ amount of money spent to acquire those customers.

    For example, if you run any kind of advertising campaign, you can compare results and base your future spending accordingly.

    Let’s say that your total advertising budget is $3,000. You put $2,000 into television ads, $700 into radio ads, and $300 into print ads. When you track the results, you find that your television ad produced 50 new customers, your radio ad produced 15 new customers, and your print ad produced 9 new customers.

    Let’s plug those numbers into our equation. Television produced 50 new customers at a cost of $2,000 (50 ÷ 2000 = .025, or a productivity rate of 2.5%). The radio ads produced 15 new customers and cost $700 (15 ÷ 700 = .022, or a 2.2% productivity rate). Print ads brought in 9 new customers and cost $300 (9 ÷ 300 = .03, or a 3% return on productivity).

    From this analysis, it is clear that you would be getting the biggest bang for your advertising dollar using print ads.

    12. Utilize Peer Feedback

    This is especially useful when people who work in teams or groups. While self-assessments can be very useful, the average person is notoriously bad at assessing their own abilities.

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    Just ask a room full of people how many consider themselves to be an above average driver and you’ll see 70% of the hands go up[2]! Now we clearly know that in reality about 25% of drivers are below average, 25% are above average, and 50% are average.

    Are all these people lying? No, they just don’t have an accurate assessment of their own abilities.

    It’s the same in the workplace. Using peer feedback will often provide a more accurate assessment of a person’s ability than a self-assessment would.

    13. Encourage Innovation and Don’t Penalize Failure

    When it comes to productivity, encouraging employee input and adopting their ideas can be a great way to boost productivity. Just make sure that any changes you adopt translate into higher productivity.

    Let’s say that someone comes to you requesting an entertainment budget so that they can take potential customers golfing or out to dinner. By utilizing simple productivity metrics, you can easily produce a cost benefit analysis and either expand the program to the rest of the sales team, or terminate it completely.

    Either way, you have gained valuable knowledge and boosted morale by including employees in the decision-making process.

    14. Use an External Evaluator

    Using an external evaluator is the pinnacle of objective evaluations. Firms that provide professional evaluations use highly trained personnel that even specialize in specific industries.

    They will design a complete analysis of your business’ productivity level. In their final report, they will offer suggestions and recommendations on how to improve productivity.

    While the benefits of a professional evaluation are many, their costs make them prohibitive for most businesses.

    Final Thoughts

    These are just a few of the things you can do when learning how to measure productivity. Some may work for your particular situation, and some may not.

    The most important thing to remember when deciding how to track productivity is to choose a method consistent with your goals. Once you’ve decided on that, it’s just a matter of continuously monitoring your progress, making minor adjustments, and analyzing the results of those adjustments.

    The business world is changing fast, and having the right tools to track and monitor your productivity can give you the edge over your competition.

    More Productivity Tips

    Featured photo credit: William Iven via unsplash.com

    Reference

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