How to Get Better Meeting Results

Meetings. Of all the frustrations we hear about the modern workplace (in-person or virtual), the inefficiency and overabundance of meetings tops the list. It almost seems like no one has ever thought about how to keep meetings on track and actually get decent meeting results before.?

People have thought about it, of course. Plenty has been written and taught about making meetings better. Still, workers are always trying to figure out how to get out of them.

Getting out of meetings is what we recommend, actually. Not skipping meetings, of course, but rethinking meetings to fit the schedules of team members—namely, by making them shorter. A?lot?shorter.

According to?an article?we read recently, Toyota makes consistent, decisive progress by having short, unscheduled meetings throughout the day, almost on the fly. Numbers-wise, they have more meetings than they would if they met more formally. But this approach has led to less minutes in meetings overall. And the results are more satisfying, from a decision-making standpoint.

Here are some ways to trim your meetings down and stay on track so everyone can get back to work:

Assign roles

In every meeting, appoint a timekeeper, a scribe and a process checker.

The timekeeper notes the time and keeps the meeting moving along. The scribe takes notes on the most important parts of the meeting: action items and decisions. The process checker keeps members on track, especially if a particular point is taking too long to discuss. This keeps everyone aware and engaged with the group process and aware of how they’re participating.

Having these roles keeps meeting monopolizers in check but also calls upon the group to take ownership and enforce a healthy meeting structure. Meetings are everyone’s responsibility.

Meet more often…for fewer minutes

à la Toyota, try having multiple short meetings to check in as a task is unfolding instead of longer, less frequent meetings. Shoot for a maximum of 10 minutes each with goals to check in on progress, make a decision if you need to, and return to work.?

Once you get into a flow, these meetings may start to feel more like collaboration than formal meetings ever have.

Have a singular goal

Focus each meeting on a single goal or agenda item. By laser-focusing your meeting, you help keep it short, eliminate the need for a lengthy agenda, and get a clear result.?

Limit discussion

Instead of relying on meetings for feedback, check in with individual team members to get opinions and ideas outside of meetings and use meeting time simply to formalize a decision. There’s more than one way to reach consensus, and long meetings don’t necessarily need to be one of them.?

Limit socializing

There’s a lot of focus on building bonds between workers through social events, especially as a means to building up relationships as people return to the workplace in person. But try?not?to do it during work meetings.