Tips and Tricks for Successful Meetings:

Set and Share Clear Objectives: Before the meeting, outline clear objectives that the meeting aims to achieve. This helps keep discussions targeted and purposeful.

Respect the Time Block: Start on time, end on time. Always.

Detailed Calendar Invites: Clearly outline the agenda and its purpose in the calendar invite. Include specific agenda items so participants come prepared with relevant information.

Display the Agenda: Utilize screen sharing or a projector to showcase the meeting agenda as attendees gather. If possible, keep it visible throughout the meeting to remain focused on topics.

Promote Respectful Interaction: Establish ground rules that prohibit bullying and define a code of conduct. Create a group consensus on expectations to ensure respectful dialogue.

Limit Technology Distractions: Encourage participants to minimize distractions from phones and computers unless necessary for the meeting, fostering a more engaged atmosphere.

Engage a Skilled Facilitator: A knowledgeable facilitator can effectively guide the meeting, ensuring the group transitions smoothly from divergent thinking (generating ideas) to convergent thinking (narrowing down ideas).

Regular Time Checks: Frequently assess how much time remains and how many agenda items are left to balance the discussion without rushing or dragging it.

Use a Countdown Timer: Keep a visible countdown timer in the meeting space or on-screen to help participants remain mindful of time constraints and encourage adherence to the agenda.

Establish a Signal Phrase: Consider adopting a phrase (like “ELMO!” meaning “Enough, Let’s Move On!”) that attendees can use when discussions drift off track, reminding everyone to refocus.

Encourage Diverse Perspectives: Foster an inclusive environment by actively requesting input from less dominant members. This can help enrich the discussion with varied perspectives.

Breaks: Plan a 10-minute break every 50 minutes for longer meetings to increase participation and decrease cognitive decline.?

Anonymous Feedback Board: Set up a running anonymous board (digital or physical) where attendees can submit thoughts on improving the meeting. This can be available for input during and after the meeting.

Post-meeting Reflection: Solicit feedback from attendees at the end of the meeting. Ask questions about the effectiveness of the discussion, whether objectives were met, and how the process felt.

Implement the "Fist of Five": Use a quick assessment tool like the "Fist of Five" to gauge participant satisfaction. Everyone shows their open hand with fingers up for signifying their level of approval simultaneously, providing a visual representation of group sentiment without influencing one another.

Follow-up with Action Items: Conclude each meeting with a clear list of decisions made and action items. Share these afterward to ensure everyone has the same understanding of the decisions that were made.