Tips and tricks for meetings
Page content
Meetings are time-consuming and often frustrating - especially if there is not much outcome. Here are some tips and tricks I came across in the last years that may help you getting more efficient.
Respect the meeting etiquette
- Be on time
- No distracting electronic devices (smartphones, notebooks, etc.)
- Use pen and paper for notes and have them with you in every meeting
- Listen, don’t interrupt others and be nice (talk less, take notes)
- Clean up after yourself - don’t leave stuff in the room
- Don’t be a robot - rules and discipline are good, but don’t exaggerate
Before planning the meeting
- Prevent meetings whenever possible
- Don’t plan meetings longer than 2 hours, better 1 hour or less
- Invite only people, that have to be there and really have to say something
- Set a single main topic and max. 3 goals per hour BEFORE inviting anyone
- An agenda is good, but not enough, because it does not contain explicit goals - meet to achieve something
- Prepare yourself at least 10 minutes directly BEFORE the meeting
- That probably means, that 2 meetings in a row are not a good idea
Beginning of the meeting
- Use a visual timer or clock to remind you 10 minutes before the meeting ends
- Note the goals on a board for everyone
- Ask the audience, what they expect
- Complete / adjust the goals if necessary
- Revalidate the conclusions / measures of the last meeting, if it is a follow-up
- Did you complete your tasks?
- Did it work / help?
During the meeting
- Have a five-minute break every hour
- At halftime, revalidate the so far achieved goals
- (Re-)focus and show discipline
At the end of the meeting
- Take the last 5-10 minutes to verify the goals have been achieved
- Commit to measurable tasks, that have
- a due date
- at least one responsible person
- Don’t exceed the time limit (not even 5 minutes)
- If you finish earlier, leave earlier! Don’t smalltalk or switch the topic…
After the meeting
- Give a SHORT summary of the tasks to everyone, who may care
- emails are easy to lookup and accessible
- Complete your personal tasks as soon as possible or at least schedule them
- Focus on your daily work again
