Tips for More Mindful Meetings

With hybrid working becoming the new normal in more professional settings than ever before, organisations are facing a fresh challenge: how to make meetings count in this new format.

If you've ever attended a face-to-face meeting that also has people attending virtually, you'll know that the combination presents an assortment of benefits and challenges.

For example, the ability to attend meetings virtually is a big win for accessibility as ensuring people can log in from anywhere in the world. On the other hand, virtual attendees may be given less clear opportunities to contribute, meaning that the conversation doesn't flow as easily.

So how can organisations manage this?

We've found that the ideas below can help manage meetings to ensure that they're productive and mindful.

Scheduling diaries (not just meeting bombing!)

• When scheduling a meeting, use tools like the Scheduling Assistant in Microsoft Outlook to make sure that there's an appropriate slot for your meeting.
• Where possible, be mindful of your colleagues' time constraints. For example, if a colleague has children and does a school run, ensure that your meeting doesn't overrun into that time.
• Take any large projects into consideration, where possible. For example, be thoughtful when working with colleagues in your finance department who may be particularly busy during the financial year end.
• If a colleague has recently returned from a holiday or annual leave, avoid arranging meetings for their first few days back. They will likely be managing a backlog of emails and work at that time.
• Think about who you're inviting to the meeting: does everyone have to be there? Consider making attendance optional for some attendees. It may also help to record the meeting so that they can listen back later.
• Avoid discussing meeting elements prior to the call to prevent colleagues attending virtually from missing out on the working conversation.

Send agendas in advance

• Circulate your meeting agenda in advance so that attendees can digest the content and prepare where necessary. It might be useful to add it to the calendar invite, for example.
• Consider using a shared or 'live' agenda document so attendees can contribute any initial questions, ideas and answers prior to the meeting taking place.
• Utilise management tools such as a Teams channel and asana boards to support colleagues in understanding which agenda items are relevant for certain individuals.
• Attach the meeting agenda into the call chat (Teams, Zoom, WebEx for example) so attendees also have this to hand when they directly enter the meeting.

Be mindful of others and their workloads

• Be mindful of your colleagues' personal circumstances and their working capacities.?You may feel like you can work at a fast pace and deliver on several projects at once, but your colleagues may not be in the same position. Speaking to them about their workload and asking them what works best for them can be beneficial – for them and you.
• Look at ways in which you can support your team and recognise your colleagues' achievements. Ask yourself: is there anything additional they need to succeed, are they struggling with a piece of work which you can help with?
• When you’re scheduling in meetings, try to allow time for colleagues to take a break/lunch break. It’s important to step away from your desk and take some time out to regroup your thoughts and enjoy some free time. If you notice someone has back-to-back meetings and barely a space for lunch, perhaps email them or look at another time that works better for them.
• A friendly ear or a simple act of kindness can work wonders for lightening the load, but if you need someone's input on something, can you also help them? As the saying goes, 'a problem shared is a problem halved.'

?Meeting length and keeping it engaging

You should always identify the purpose of your meeting before you schedule it! We talk a lot about 'purpose' and this should also apply to our meeting behaviours.

If you only need to give someone a quick update, then think about sending a short email or a Teams message. Better still, why not update them whilst making a brew in the office kitchen next time you're both in the office?

If you both work remotely or you need more time, then try and keep your meeting to a defined time slot.

Top tips:

• Always outline your meeting purpose and/or agenda at the time of scheduling your meeting. This way, all attendees will be prepared for the discussion.
• Make sure everyones' voice is heard. Ensure one person doesn’t dominate the meeting and prevent others from asking questions and contributing. In situations like this, attendees might feel less inclined to share their thoughts and ideas in future. If your meeting is virtual and you’re using the chat facility, let everyone on the call know how to use it.
• If you know some people can't attend your meeting and it's a hybrid meeting, record the session for them and ask for any feedback once they review it. This feedback can then be added into your follow-up notes.
• Try not to over-complicate things with a flipchart in the room if you have virtual attendees, as they may not be able to see it easily. Instead, encourage the presenter to share their screen and deliver slides instead.
• If your meeting is over a lunch time and it finishes too late for lunch, make sure you either provide lunch or encourage a working lunch with regular breaks for refreshments. No one wants to feel hungry or unnecessarily stressed in a meeting.

The golden thread running through the tips above is to be mindful of the needs and circumstances of everyone attending your meetings, as well as of your own.

By recognising and taking the time to do this, you're more likely to be able to create opportunities to work even more productively and efficiently with your colleagues.