When it comes to meetings,
most project managers feel a headache
because the meeting often fails to achieve the desired results.
Meetings were originally supposed to be the fastest and most direct way to solve problems
but why do they often go awry?
In fact, people don’t dislike meetings,
they just don’t want to attend useless ones.
So, how should we conduct effective meetings?
How do project managers with a million-dollar salary conduct meetings?
Your AI-powered meeting assistant – Huddles
Smarter agenda , valuable conclusions
01-Two things that we need to clarify before holding a meeting.
Firstly, we need to understand why we are holding the meeting, and secondly, we need to identify who needs to attend.
Therefore, it is recommended that we clarify the purpose of the meeting, identify the necessary attendees, and determine what problems we need to solve before the meeting. There is a joke online that says: “The more people in a meeting, the less important it is. The important meetings have fewer people.” Upon closer inspection, there is some truth to this statement.
02-How to conduct a meeting
Avoid pointless meetings
Meetings are meant to solve problems, not to listen to your ramblings. Leave those empty words behind! Focus on the important issues and provide practical solutions.
Some leaders like to talk endlessly, and some mischievous children call it “brainwashing.” However, the attendees are already accustomed to it, and the endless talk only breeds fatigue. This is what we call a pointless meeting.
The most famous example is Wanda’s meeting system. Wanda never holds pointless meetings. When a company wants to learn from Wanda’s comprehensive management, finance, human resources, control, information technology, discipline, and corporate culture, each of Wanda’s top executives speaks for 15 minutes with 10 PPT slides. The efficiency and practicality are impressive, leaving the visiting executives amazed.
Content is key, form is secondary
Some companies spend a lot of effort on creating dazzling PPTs for their meetings. They trace the problem back to its roots, provide background information, identify the issue, and offer a solution. They even add special effects to their PPTs. However, the content is not clearly expressed, and the main theme is lost.
In fact, whether a PPT is fancy or not is not the decisive factor. Although it can add points to your meeting, the essence lies in focusing on the main theme.
After the meeting, how to implement it?
This is where execution comes in. Individuals do not have execution power, only varying levels of ability. Only teams have execution power. Using online meeting tools can solve this type of questions, like Huddles.app, take down each member’s action and remind them to finish.
The same goes for companies, the larger the team, the larger the company, the greater the communication cost, which leads to poor decision-making and weak execution. This requires us to divide tasks into smaller units, assign responsibilities to individuals, and hold them accountable for not completing them. There is no room for sentimentality.
03-Ten Principles for Effective Meetings
Some managers have summarized the ten principles for effective meetings for reference:
- Prepare for every meeting: time, location, attendees, materials, agenda, and notifications.
- Train for every meeting: how to conduct brainstorming meetings? How to conduct informative meetings?
- Maintain discipline in every meeting: how to handle lateness, early departure, mid-meeting departures, phone usage, meeting duration, and speaking time?
- Establish a theme for every meeting: the more singular and specific the theme, the better. Ideally, no more than three themes.
- Develop an agenda for every theme: what is the specific process of the meeting? The first step, the second step, the third step.
- Make decisions for every agenda: decisions must be made, what results have been obtained from the meeting?
- Track every decision: how to implement decisions? How to execute? How to execute?
- Achieve results for every tracking: who is responsible? What is the progress? What are the results?
- Assign responsibility for every result: clear rewards and punishments, balanced rewards and punishments, not just rewards or punishments.
- Make rewards and punishments public: open, fair, transparent, without unnecessary concerns.
If all of the above are clear, I believe that meeting efficiency will be greatly improved.
Author: Jameson Thompson
Remote meeting expert with over 10 years of experience in virtual collaboration and communication. Specializing in helping companies optimize their remote work and virtual collaboration strategies.