SixT60 Tactics: Better Meetings

Welcome to your weekly 60 second insight into optimising your Team, Tools, Training, Tactics, Traction and (Cultural) Transformation.

Each week we share videos, quotes, podcasts, questions and articles for you with the aim to add value in 60 seconds, or less!

This week: Tactics

As we only have 60 seconds, let’s start!...

American Satirist, Dave Barry once said, “If you had to identify, in one word, the reason why the human race has not achieved and never will achieve its full potential, that word would be, ‘meetings’.”

Often, and increasingly in the digital world, meetings can be more of a drain than a driver. ?We have all experienced the impact of inefficient meetings on time, productivity, morale, and decision-making. But it doesn’t have to be that way. Done well meetings can be a great way to build relationships, drive forward and socialise ideas.?

Just a few small tweaks could transform your meetings into streamlined, effective, and - I’m going to say it…? even enjoyable parts of your workday.

Here are three actionable strategies to help make meetings more effective..

1. Use the right meeting format.

It’s tempting to communicate information and ideas in the same way every time. Using the right meeting format is crucial for effective information sharing. Different types of discussions require tailored approaches. For instance, sharing a document for review prior to the meeting allows participants to come prepared, fostering a more productive, more efficient discussion.

This pre-meeting preparation saves time, as attendees can focus on contributing ideas rather than reading during the session. By doing so, meetings become more dynamic and efficient, with all participants actively engaged in brainstorming and decision-making. This method not only enhances collaboration but also ensures that the meeting time is used for meaningful interactions and strategic thinking.

Think, ‘we or me?’. If part of the meeting can be done in ‘me time’, send it as preparation, leaving ‘we time’ free for collaboration.

2.?Start with the Bad News: Embrace Honesty and Openness

Set the Stage for Honesty: At the start of every meeting, explicitly ask for bad news or concerns. In her book, ‘Digital Body Language’, Erica Dhawan gives the example question: ‘What’s the bad news I don't want to hear?’?

This helps create a culture where team members feel safe to speak up without fear of repercussion. This can lead to more proactive problem-solving and better decision-making.

It’s key to make sure you also avoid a "doom dump". Make sure each concern receives an actionable next step to address the issues and keep moving forward. Acknowledge the concern, set an intention to resolve it and move on to the next agenda point.?

3. Close with Reflection: Ask "What Else Might We Have Missed?

It goes without saying the meeting should have a clear agenda but make sure you add in time for reflection. Ending a meeting with the question, "What else might we have missed?" encourages a final reflection and ensures no stone is left unturned. It also gives time for those who are reflectors to have formulated their contribution and sets the stage for additional contributions that could otherwise be lost.

This practice can also surface additional insights or considerations that were overlooked during the main discussion. It also signals that every voice matters, creating a more inclusive environment. Additionally, it can prevent follow-up emails about missed topics, saving time and effort later.

By incorporating these strategies, you can transform meetings from obligatory tasks into productive, dynamic sessions. Starting with difficult conversations, mastering the art of engagement, and ending with inclusive reflection can turn meetings into powerful tools for organisational success.?

Ready to take action?

Think it might be time to hire a dedicated People & Culture person? Take our assessment to find out or book a discovery call to learn more.?

If you have more time:

Here’s a tool we created to help you decide the best format for your meetings

Here’s the link to Erica Dhawan’s book, ‘Digital Body Language’

See you next time!

Amy?