The 7 characteristics of effective meetings

Hey you, meeting tiger 🙂 Do you already know the recipe for a disastrously bad meeting? Here’s the recipe: make sure there are (1) more meetings scheduled than strictly necessary. (2) Make poor planning for these meetings and (3) make sure the meetings are not well run.

If you combine these three characteristics then I can guarantee you will be exhausted by the end of the month and along with you 54% of your colleagues (Rogelberg, 2016). It comes at the expense of collaboration, results and not to mention it is not good for your work and blood pressure.

But don’t panic. These are the 7 traits of effective meetings.

1. I would like an agenda (in advance please)

Just randomly discussing a topic in the meeting rarely leads to results. That’s not rocket science. So an agenda is not only useful but also a necessity. To make an agenda, first make a total list of topics you want to discuss. Make sure these topics are prepared with e.g. a note or other necessary material.

Helpful to send this material to all participants prior to the meeting. Finally, I recommend that you explain in the meeting invitation why this meeting is taking place.

Tips: (1) didn’t receive an agenda? Send an email to the chair asking for the agenda to be sent to you so you can prepare. (2) Schedule some time before the meeting to prepare.

2. Check the list of participants

It is important to know exactly who is attending the meeting. In many meetings that do not run well, often the key person is not present. Think, for example, of the manager or the principal. This puts you at risk of not being able to make decisions.

What also matters is the number of participants. Don’t hesitate to keep this group small. Who really needs to attend? The purpose of any meeting is to make decisions and to get work done. For that, the right people need to be at the table.

Tip: (1) Take a quick look at the list of participants before you walk into the meeting. Then you’ll know what to expect.

3. the meeting is until 1 p.m. and not a minute longer

Don’t hesitate to pay attention to time. It’s an important characteristic of a good meeting. As chairperson, you must remember that at the time someone is in the meeting he/she cannot do anything else. It is important to manage this time well for an effective meeting.

Tips: (1) Start the meeting on time and preferably close a few minutes before the appointed time. (2) Ask someone in the meeting to keep an eye on the time. (3) Be there 5 minutes before the meeting starts.

4. Park the “side paths” in the meeting

In meetings, participants are sometimes tempted to stray from the main topic. This is not a bad thing as long as you, as chairman, make sure that these side paths are “parked” properly and charmingly. In this way, you maintain focus on the main topic. Be sure to follow up on the topics you park.

This is how you park properly:

1. At the start, state the topic of the meeting. Invite everyone to stick to this agenda.
2. Put the agenda in front of you so you can fall back on the structure.
3. Address each agenda item. Not dealing with it means not important.
4. Not only pay attention at the content of the discussion, but also at how the meeting process unfolds. For example, does everyone contribute?
5. If someone brings up an interesting point that is not related to the agenda, thank that person. Park the comment charmingly and respectfully and commit to what you will do with the point.

Tip: You can literally create a parking lot by collecting these points on a flipchart.

5. Make use of the corridors

In some meetings, big and serious decisions are made. In these types of meetings, you can choose to consult with the participants 1-on-1 in advance. You pre-inform them. It takes some time but it increases the chances of success and reduces possible surprises for that important project.

6. Take your own notes

Good meetings take minutes, of course. You might rely on those but they do not always say exactly what is relevant to your work. Taking your own notes is therefore an important meeting technique. Check with your own meetings. Hardly anyone does this. Make notes especially about the questions and assignments you are given.

My personal opinion is that it is best to take notes on paper instead of your laptop. It keeps your attention better on the meeting and it provides more opportunities to exchange ideas properly with your colleagues.

Tips: (1) indicate at the beginning of the meeting how minutes will be taken and what they will contain. Everyone then knows how to keep track of their own notes. (2) Just make your own notes on the paper the agenda is on. Nice and practical.

7. Follow up!

Perhaps the most important feature of meetings: following through on agreements made. It ensures continuity and reduces your own and others’ stress.

Tip: (1) do the little things you have committed to do immediately the same day: for example, an e-mail or phone call. (2) If you need to do something more important or bigger that takes more time, schedule it.

Check your own meeting

Check your own meeting against these 7 traits. Be curious to see what comes out!