I was driving to Hilton Head Island yesterday and listening to National Public Radio. In between feature stories and interviews, there was a small clip from a business consultant talking about the problems with business meetings. As I listened to the tips on having successful meetings, I felt I was in a time warp. As a corporate trainer who has covered the subject of successful meetings hundreds of times, I was hearing tips I gave 20 years ago. Wait a minute! Haven’t things changed with the GenXers and GenY’s with Smart Phones glued to their fingers?
Seems like the same problems that plagued business meetings are the same today. As I listened, though, I felt the consultant was missing a lot of the newer quirks we didn’t have to deal with back in the dark ages. Here are my 10 Rules for Productive Meetings, 2012 version update.
1. Have an agenda. A meeting where everyone just gathers around the table and wanders from one topic to another is pointless and will drive everyone crazy. Write the agenda points on a piece of paper or email it so it’s available on an individual’s favorite digital device.
2. Mark off agenda items as you go. I’ve been to meetings with perfectly good agendas that no one ever pays attention to. Marking things off as you go shows progress and motivates everyone to keep going.
3. Have someone lead the meeting. The meeting leader is either the person who called the meeting or a facilitator who keeps everyone on task. She has the responsibility to get through the agenda items and the authority to tell someone they are off track or talking too much.
4. Consider meeting rules. This is an old idea from my Total Quality Management (TQM) meeting training classes, but it really works. Rules like, “everyone has an equal voice,” or “no personal attacks,” or “rank doesn’t mean right” set the tone for everyone in the meeting and are self-monitoring. At least everyone starts out on the same page. Introduce the team rules at the beginning and have everyone take the pledge if necessary.
5. No cell phones in the room. That’s why you need a written, paper agenda. If they are in the room, someone will be texting or checking messages under the table. Or watching or listening for the vibration signaling a call or message coming in. They are a huge distraction, and even the worst addicts can stand an hour of withdrawal.
6. Limit laptops, IPads, or other devices unless the meeting is also a working session. Adult attention span is down to about 10 seconds, so with all those temptations you need every advantage to keep eyes on the leader and minds on the topic.
7. Take breaks. 10 minutes to check emails, text, take a comfort break. Whatever… If you’re going to limit digital devices, take a break so everyone can catch up.
8. Get everyone involved. It’s the leader’s responsibility to make sure everyone participates. There are techniques like brainstorming, going around the table for ideas (one pass allowed, then you have to participate) and using different color cards for decision making.
9. Include remote participants. If you have participants calling on a conference call as well as on-site, treat them like regular participants. Include them in brainstorming and decision making. I have called in to meetings where the “live” group talked among themselves and never acknowledged those of us calling in. Same with Skype or video conferencing. By calling on those remote participants, they are less likely to turn off the volume and continuing to work on other things.
10. Have some fun. Bring in snacks. Food always draws a crowd. Bring some squeezy toys, Legos or Play Dough to stimulate creativity and relieve stress. Adults are just big kids, and if they spend time thinking while putting Lego pieces together, they at least aren’t checking email messages or texting.
Whether it’s 1980 or 2012, human nature doesn’t change that much. The tools and toys may have changed, but people are people. These tips will help make meetings more productive, fun and stimulate creativity.
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