How can you run meetings that respect everyone's time?

1 Define the purpose and agenda

Before you schedule a meeting, ask yourself why you need it and what you want to accomplish. Is it to share information, brainstorm ideas, solve a problem, or make a decision? Based on your purpose, create a clear and concise agenda that outlines the topics, objectives, and expected outcomes of the meeting. Share the agenda with the participants in advance and ask for their feedback and input. This will help you set the expectations, prepare the materials, and avoid unnecessary or irrelevant discussions.

2 Invite the right people

One of the common mistakes that lead to ineffective meetings is inviting too many or too few people. Too many people can make the meeting chaotic, unfocused, and unproductive. Too few people can limit the diversity of perspectives, expertise, and feedback. To avoid this, invite only the people who are directly involved in or affected by the meeting's purpose and agenda. Consider who has the authority, responsibility, knowledge, or interest in the topics and outcomes. Also, be respectful of the participants' availability and preferences and avoid scheduling meetings at inconvenient times or overlapping with other commitments.

3 Start and end on time

Nothing shows more respect for your colleagues' time than starting and ending your meetings on time. To do this, you need to be punctual, organized, and disciplined. Arrive a few minutes early and make sure the meeting room, equipment, and materials are ready. Begin the meeting by welcoming the participants, reviewing the agenda, and setting the ground rules. During the meeting, keep track of the time and follow the agenda. If there are any off-topic or unresolved issues, note them down and address them later or in a follow-up meeting. End the meeting by summarizing the key points, actions, and next steps and thanking the participants for their contribution.

4 Engage and involve everyone

A meeting is not a one-way communication or a monologue. It is a dialogue that requires the active participation and engagement of everyone. To facilitate this, you need to create a positive and inclusive atmosphere where everyone feels comfortable and valued. Encourage everyone to share their opinions, questions, and feedback and listen attentively and respectfully. Use open-ended questions, paraphrasing, and summarizing to clarify and confirm understanding. Avoid dominating, interrupting, or criticizing others. Use visual aids, examples, stories, and humor to make the meeting more interesting and memorable.

5 Follow up and follow through

A meeting is not over when it ends. It is only the beginning of the action and implementation phase. To ensure that your meeting is effective and impactful, you need to follow up and follow through with the participants and stakeholders. Send a summary of the meeting, including the key points, decisions, actions, and responsibilities, to everyone who attended or needs to know. Check in regularly with the people who have tasks or deliverables and offer your support and guidance. Monitor the progress and results of the actions and report back to the group. Celebrate the achievements and acknowledge the challenges and learnings.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?