The Easiest Way to Improve Meetings

By Peg Kelley

Maybe the meetings you call, or the meetings you attend, are okay. The agenda is clear, people stick to the topic pretty much, and you end on time. Congratulations! You already run better meetings than many others do.

But do people look forward to your meetings? Do they feel that the meetings are enjoyable and effective? You can improve your meetings significantly by doing one easy thing. In fact, it's the easiest way to improve your meetings. Before the meeting, review the agenda. The agenda captures the content of your meeting.... what the meeting is about.

Most of the time, that is as far as the meeting planner or chairperson goes. "Set the agenda," he or she thinks. "Then hold the meeting."

Try this instead: review the agenda and then think about how you will run the meeting. That is, the process of the meeting. Will you introduce the agenda item(s) with handouts? Will you send that material before the meeting? What do you want as a result of the topic - new ideas? A decision? A thorough discussion followed by a sub-committee meeting? A recommendation to senior management?

Once you answer these questions, you can determine the best way to structure the meeting. If you want new ideas, then you might have some creative thinking exercises ready. If you want a decision, then consider the best way to come to that decision - is it a vote or a consensus? In each case, how will you get to that point in the meeting? If you want a full discussion, how will you make sure everyone has an opportunity to speak? What if someone dominates the conversation? If there will be a sub-committee, do you already know who should be on it? Or will you ask for volunteers? What should a recommendation to senior management include? And do you want to start the meeting with an ice-breaker? If so, what one?

This may seem complicated. It is actually very easy. Giving just 15 minutes of thought to how you will run the meeting before you start it, means you will be ready to handle whatever happens in the discussion. It also means you will reach the desired outcome efficiently and effectively. People will leave your meeting thinking, "Now THAT was a good meeting!"

Peg Kelley, MBA, has been a professional meeting facilitator for 25 years & is co-author of the booklet "39 Secrets for Effective and Enjoyable Meetings" available for $6.00 at her Facilitation Plus website at http://www.meetingtoolsandjewels.com. She publishes a blog at http://meetingsmaven.typepad.com.

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