4 points on how to Run Effective Meetings

Again - not what you normally expect from me as a blockchain in finance researcher and all but:

Here's another listicle on "management," this time on meetings. The points are based on my work experience that includes very great and very terrible meetings in all their variations alike. I hope it will be helpful for anyone who has to effectively collaborate with peers they enjoy working with and everyone else alike...

1 - Before the Meeting

Remember the objective

• The objective of a meeting is to create consensus and derive actionable tasks from a group of people. It is not to win an argument, to profile yourself or to get emotional or blame someone else for their mistakes.

Send calendar invites

• Issue invites at least 24 hours in advance (48 hours or more for meetings that require preparation or detailed updates on significant deliveries).

Time-box the meeting

• Avoid meetings longer than one hour; the ideal duration is 45 minutes.

Attach a clear agenda

• State the meeting's purpose, items to be discussed, and designated owners for each item to manage expectations.

Avoid optional invites

• Ensure commitment by inviting only necessary participants and limit attendance to a maximum of five.

Define roles

• Clarify who will facilitate, take notes, and track time to keep the meeting on schedule.

Prepare your materials where required

• Ensure all necessary documents and presentations are ready and accessible to participants in advance. To keep attention, it may make sense not to share your presentation in advance to avoid "browsing through" while you are presenting.

2 - During the Meeting

Choose a single medium

• Opt for either all online or all in-person, avoiding mixed communication methods that often lead to delays or interruptions.

Set ground rules

• Establish norms for participation, such as one person speaking at a time, avoiding interruptions, and staying on topic.

Time management

• Allocate specific times for each agenda item to prevent overruns and ensure all topics are covered.

Engage participants

• Encourage active participation and input from all attendees. Ensure anyone can ask questions without being judged.

Maintain a positive attitude

• Focus on solutions and progress rather than dwelling on past mistakes.

Ban laptops

• Unless you are the note-taker, bringing laptops is prohibited to maintain focus.

3 - After the Meeting

Document outcomes

• Record key outcomes, action items, and timelines.

Share meeting notes

• Distribute written notes to ensure clarity and accountability.

4 - Things to Avoid

Starting or ending late

• Respect everyone's time by starting and ending the meeting on schedule, and establish a culture of punctuality by highlighting its importance in your invite.

Going off-topic

• Stick to the agenda to ensure all items are covered within the allotted time.

Dominating the conversation

• Encourage equal participation and avoid allowing one person to monopolize the discussion.

Negative language

• Avoid blaming or criticizing; focus on constructive feedback and solutions.

Multitasking

• Discourage participants from engaging in unrelated activities, like checking emails or messages, during the meeting.

Unclear next steps

• Ensure that all action items are clearly defined, with specific owners and deadlines.

Meetings are opportunities for collaboration and getting things done as a team. By considering others' time and attention, you can create a productive and respectful environment for all participants. I hope this helps you run meetings, participate effectively, and get work done as a team.

If you have other ideas on what to do or not to do, please share your thoughts in the comments to this post.