Leader’s Guide to Managing Effective Meetings

Meetings are essential to the livelihood of any organization. They allow you to set boundaries, goals, and expectations, as well as interact with your team to develop new concepts and ideas that will move your organization forward. But, meetings can also be counterproductive, sometimes leaving you more confused and overwhelmed than before.

But don’t take our word for it…

According to Atlassian:

  • 91% daydreamed during meetings
  • 96% missed meetings
  • 39% slept during a meeting
  • 45% felt overwhelmed by the number of meetings they attended
  • 73% did other work in meetings
  • 47% complained that meetings were the #1 time-waster at the office

But that’s not it. Atlassian also reports a whopping $37 billion salary cost of unnecessary meetings for U.S. businesses. That is some expensive “waste of time.”

But there are ways to run effective, efficient meetings that leave your employees feeling energized and excited about their work. Below are seven ways to get you started.

#1 Prepare for the Meeting

Meetings can be really productive or a complete waste of time – it’s up to you.
Creating a meeting agenda will set you and your team up for success. It allows you to identify the purpose of your meeting, further clarifying your goals and intentions.

Consider following these 3 steps:

  1. Create a template. his will save you time and help you standardize your _.
  2. Add content 2-3 days in advance. Winging it will not produce optimal results. Being prepared ahead of time will allow you the time to carefully and strategically craft the agenda. It will also give you some time to modify the agenda if need be.
  3. Share the agenda with your team at least 24 hours in advance. Sending a meeting agenda ahead of time gives your team time to process whatever it is you will cover so that they are ready to dive deep and fast once the meeting commences.

To help you stay organized and clear throughout your meetings, download the meeting agenda we created for you below:

#2 Set The Tone

One of the main reasons employees dislike meetings is because, well… they feel like a drag.

But you, as a leader, can change this negative perception. When you change their attitude, you boost the overall effectiveness of the meeting.  This is where your leadership role really comes into play because your approach will determine your impact.

When you set a positive tone from the get-go, you are setting your team up for success. For one, it makes people excited and takes the dread out of meetings. This results in higher engagement and inspires great creativity and innovation. The positive, inclusive energy you bring to the table will also help with your relationships and position you as a leader of the people.

Here are 3 quick tips to ensure you are setting the proper tone for your meeting:

  1. Arrive early. There’s nothing worse than rushing into a meeting – everyone feels the intense energy you bring into the room when you enter. Make sure you arrive early enough to prepare, settle in, and greet your team.
  2. Show up with good energy. Energy attracts energy. If you put out positive energy, your team will pick it up and roll with it. So stand tall, speak clearly, and convey positivity. Bonus points for smiling! Be thoughtful of what experience you want everyone to have.
  3. Show your support. Remind them that you are here to meet them where they are, and that you are rooting for them.

#3 Make It Interactive

Meetings shouldn’t be a time for you to flash your authority or reprimand people for not doing their job right. Quite the contrary, actually. It should be a safe place where your team can be heard and embraced and everyone can feel like progress is being made.

A great way to do this is to include interactive activities in your meetings – it could be something as simple as an ice breaker or a brainstorming session on a key challenge. The point is to make your team feel like they are engaged with each other as well as the work at hand.

Alone we can do so little. Together we can do so much. Click To Tweet

#4 Check In With Your Team

Listening is is one of the most powerful leadership approaches, and yet it is an area most of us struggle with. That darn brain of ours is always multitasking and trying to solve issues rather than settling in to “listen-only” mode. We also have the nasty habit of becoming defensive rather than being open to alternatives. Put the brakes on your brain and be curious more than you are satisfying your ego!

Setting goals and expectations is pointless if you don’t know where your employees’ heads are at. They might be behind on a current project, or feel overwhelmed with their new tasks. If you aren’t aware of where they stand, your timeline will fall flat.

This is your opportunity to show support, build morale and set clear, realistic expectations. Not only will your team feel acknowledged, but they will also feel relieved and capable of taking on whatever it is you assigned to them.

Here are five reasons why you should check in with your employees during meetings:

#5 Schedule Whitespace for Randomness

Scheduling a meeting to the T is one of the most counterproductive things you can do. Every leader knows that random questions and conversations are bound to transpire throughout meetings.

This shouldn’t be viewed as a burden, though! Some of the best ideas are sparked during random conversations in meetings. Don’t hinder this experience!

Think about it – J.K. Rowling started writing Harry Potter on a napkin. On a napkin! Had she waited until a more appropriate time to write (like a place where she could access pen and paper), we might not have ever been introduced to the magical world of Hogwarts. Creativity is important – don’t make your employees put their Hogwarts on hold.

To make sure you find a balance between creativity and productivity, consider scheduling some whitespace so that you have time to get the creative juices flowing while also staying on track.

#6 Leave With Clarity

If you don’t leave with a plan, the meeting will have been a waste of time. This is where your leadership is critical.

Document all action items and make sure that deadlines are set and projects are assigned. Don’t leave any corner unturned, otherwise you will show up to the next meeting only to find out that nothing was completed. Following up before the meeting ends will also serve as a reminder to your team that you are aware of their commitments and thus are holding them accountable.

“Ideas without execution are hallucinations.” - Thomas A. Edison Click To Tweet

Stay clear and on track with our new meeting agenda template!

#7 Make Meetings Fun & Productive for Everyone!

At the end of the day, meetings are a critical opportunity for you to show up as a leader. Facilitating effective meetings is one of the best ways to nurture employee relationships, identify growth opportunities, and make sure your team stays on track. Provide an opportunity for others to get engaged by managing the agenda, rotating the facilitation role, or planning fun elements (i.e. ice breakers!) so you can relax into the role of maestro – ensuring people look forward to the meeting rather than dreading it!

Do you believe in the importance of a well-facilitated meeting? Surely you have experienced the opposite. It’s time to take stock and have a meeting about your meetings. How are they working? What can you modify? How can participants contribute in different ways than they usually do? Would you like a meeting “easy” button? Sign up for our Four Weeks of Fun – which is chock full of opportunities to integrate more “Fun” into your meetings. We promise, you’ll actually “boost” your productivity, and maybe even your reputation, by focusing on fun at work!