The Power of Repetition: How to Ensure Meeting Success and Shared Understanding

Introduction

Meetings are a ubiquitous part of our professional lives. They serve as a platform for decision-making, brainstorming, and team alignment. But how often do we leave a meeting room (or a virtual room) only to find that what we discussed doesn't translate into action? The answer may lie in a simple yet powerful technique: repetition. As the German saying goes, "Wiederholung ist die Mutter der Weisheit" — Repetition is the mother of wisdom.

The Misconception About Repetition

In meetings, we often avoid repetition for fear that repeating ourselves will bore our audience or make us appear less articulate. However, this couldn't be further from the truth. Repetition does not signal a lack of creativity or articulation; it's a tool for clarity and emphasis.

The Science Behind Repetition

Did you know that according to communication research, a person needs to hear something at least three times to absorb it fully? This principle is not just applicable in educational settings but is incredibly relevant in meetings where we make critical decisions and assign tasks. As leaders, repetition is also important for how competent we are perceived. Because repetition supports clarity and action, you'll notice your team having better clarity and achieving more. Furthermore, as Prof. Joseph Allen and CEO Karin Reed point out in the Agenda Podcast, each bad meeting (where there is no clarity) results in a further three meetings. Therefore, repetition in the meeting minimises the need for others.

The Three Stages of Repetition in Meetings

1. Start with the Purpose

Why it's important:

Starting the meeting by reiterating its purpose aligns everyone's focus and sets the stage for a productive session. It acts as a mental cue, signalling to participants that it's time to concentrate on the matter at hand.

How to do it:

As the meeting leader, make it a point to state the purpose of the meeting clearly and concisely as you kick things off.

Sample Phrase:

"Good afternoon, everyone, and thank you for taking the time for today's meeting in which we want to finalise our Q4 OKRs.?After the meeting, we should all have clarity on what we want to achieve in the year's final quarter and how we will measure success."

2. Paraphrase After Each Agenda Point

Why it's important:

Paraphrasing serves as a checkpoint for understanding. It ensures that everyone has a shared understanding of what was discussed and agreed upon. It also allows for immediate course correction if there are misunderstandings. Additionally, paraphrasing demonstrates active listening, which is a key to professional success. Did you know that restaurant workers who repeat the orders back to customers earn more tips than those who do not?

How to do it:

After discussing each agenda point, summarise the key takeaways and decisions made. Ask for confirmation to ensure that everyone is on the same page.

Sample Phrase:

"So, to summarise, we've agreed that for Operations, their Objective for Q4 will be to transform our team into industry-leading experts by democratising access to essential knowledge and advanced skillsets. Do we all agree?"

3. End with a Summary

Why it's important:

Ending the meeting with a summary serves as the final seal on what the meeting achieved. It's the last checkpoint for understanding and agreement, allowing for a final opportunity for course correction.

How to do it:

Before closing, go over the meeting's purpose, the goals achieved, and the decisions made. This acts as a final review and sets the stage for action post-meeting.

Sample Phrase:

"As we wrap up, let's revisit our initial purpose, which was to finalise the Q4 OKRs. As the management, we agreed to the following OKRs for each department..."

The Additional Benefit: Course Correction

One of the most underrated benefits of repetition is the opportunity for course correction. For instance, if the group decides to refine an initiative from a previous quarter, but the meeting leader interprets this as halting the initiative, repetition allows this misunderstanding to be immediately corrected. This practice ensures that everyone is indeed on the same page, not just in agreement but in understanding. Furthermore, it helps the minutes or notes taker more accurately record the meeting proceedings.?

The Impact of Repetition

By incorporating repetition at these critical junctures, you're not just making your meetings more efficient; you're making them more effective. You ensure everyone leaves with a shared understanding, which is the cornerstone of effective collaboration.

Conclusion

The power of repetition is not to be underestimated. As we've seen, it's not just a tool for emphasis but a strategy for success. So the next time you lead a meeting, remember: "Wiederholung ist die Mutter der Weisheit."

Implement these strategies in your next meeting, and feel free to share your experiences and the positive changes you observe.

Further Your Journey as a Meeting Leader

Are you keen to further hone your skills as a meeting leader? Consider enrolling in SHERPANY's Meeting Leader Certification. Through this program, you'll learn the nuances of designing and leading successful meetings while truly harnessing the potential of every individual in the room. Click here to learn more.