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A Collection of the Best Advice for Productive Meetings (Part 2)

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In part one of this series, we shared several pieces of advice from industry leaders about their tips and tricks for running more effective and productive meetings. Now, we’re back with even more advice you won’t want to miss.

The Best Advice for Running Productive Meetings (Part 2)

In part two of this series, we’ll focus on some of the specific challenges that get in the way of productive meetings and how industry leaders overcome them.

Preparation is Key

First, Rafal Mlodzki, the CEO of Passport Photo Online shares:

“I often face a situation where the participants are not adequately prepared for the meeting. Time is money, and I am really disappointed if someone wastes mine. To deal with this, we consistently implement improvements. It is about arranging meetings at least a week in advance, sending a detailed agenda, defining the goal and result that should be achieved during the dedicated time, setting priorities, sharing a document to share my thoughts, and sometimes giving homework before the meeting.”

The Importance of Prioritizing

Then, Valentyn Svit the co-founder of Suns Solar Cleaning adds: 

“One of the biggest challenges we face during a team meeting is that each team member usually has a different opinion on what is important to talk about during the meeting.

For example, the marketing manager wants to discuss why our conversion rate is so low while our technicians want to talk about our customer challenges.

This can get overwhelming in a large group of people because you end up bouncing around from topic to topic without getting much done.

One of the strategies we’ve implemented to help make our meetings run more effectively is to make a list of the three most urgent challenges that are costing our company money or holding us back from growth with key decision-makers on the team before the start of the meeting.

Once we have this list of three topics, we go through the list of challenges one by one with the rest of the team to get to the core of the problem and find a solution to that one problem before we move on to the next topic on the list.

If something comes up that is important but off-topic, we write it down for consideration to discuss either after the three topics have been covered or we wait until the next meeting. Then, we go back to discussing our three topics.

These simple steps have helped us hold highly productive meetings with a large group of team members because it helps us stay focused on what’s important without adding in extra unnecessary details.”

Focus on One Thing at a Time

Sara Bandurian, the operations coordinator for Online Optimism offers:

“One big challenge is trying to avoid multitasking. While sometimes unavoidable, multitasking will ultimately lead to a less effective meeting. Everyone is taking time out of their day to gather and work on something together, it’s important to respect everyone’s time and remain as engaged as possible.”

Keeping a Schedule

Next, we hear from Christian Velitchkov, the co-founder of Twiz LLC

“One of the biggest challenges that are common with productive meetings is the disruption on the late arrival of the employees or non-participation of the expected employees. One way to eliminate this challenge is to make a mandated policy about joining the meetings and having active participation every time.”

Delegation

Then, Carter Seuthe, CEO of Credit Summit Payday Loan Consolidation adds:

“One of the best tricks I know for keeping meetings productive is delegation. By having different employees run different aspects of meetings on a rotating basis, I keep everyone engaged. Those who have to prepare have obviously put a lot of thought into their aspect of the meeting beforehand, and those who are simply present will get the novelty of a new person’s approach to scheduling, expense reports, or project updates. This higher engagement leads to more productive conversations and ultimately shorter meetings.”

Defining the Meeting’s Purpose

Finally, Lauri Kinkar, the CEO at Messente offers:

“From our experience, one of the challenges of running an effective meeting is having a clear purpose. Ask yourself this: Do you need a meeting? If the sole purpose of the meeting is to share information, you are just wasting everyone’s time. You can do it in an email. A meeting should be done if there is something to decide about and there is a need for collaboration. To hold an effective meeting, plan in advance. Determine the purpose or goal of the meeting. Decide on how long the session will last. Be realistic in deciding on the time you need to solve a problem. Don’t book a 60-minute meeting when you can accomplish the goal in 15 minutes.”

Now we want to hear from you! What kind of advice would you like to hear next from industry leaders? Keep us posted and check back soon for more helpful articles!

 

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