One of the unexpected delights of starting my own business was how my relationships with meetings changed. Some of this resulted from no longer needing internal meetings. What once would have required a team discussion was now simply a decision to be made. And I also took control of my schedule. No more packed days with back-to-back sessions. When I do have a meeting, it is very purposeful. I quickly realized how much more productive and creative I could be with this new rhythm.
If you’re in that meeting madness trap, here are some ideas on how to switch gears:
Cover the basics.
Agendas. Purposeful spaces. Clear owners and objectives. It is the job of the meeting owner to think through these things and design a good experience for others.
Change the setting.
This one is especially important if you have a drab, windowless conference rooms. While it might not be practical for quick check-ins, experiment with hosting key meetings at an off site location. Or, take it outdoors. Taking a walking meeting can be a welcome change if you are used to sitting or being inside all day. I find these to be especially helpful when discussing a challenging problem or coming up with ideas 1:1 or in a very small group.
Replace meetings with ________.
Before you schedule your next meeting, ask the question: Should this be a meeting? Usually if the purpose is to update with information, a memo will suffice. If you need quick input or feedback on one thing, you could try a graffiti wall or analog poll.
Example of an analog poll:
In some cases you may still need some further input or discussion, but maybe you can shorten your meeting by providing that memo or collecting input first.
Time box it.
The structure or process of meetings sometimes go on autopilot. Are all of your meetings 30 minutes or an hour? What if 15 would do? Time constraints can be so helpful. One of my favorite meeting tools is the parking lot – a great place to set aside something that is important, but could derail your discussions. Keep that in your back pocket when you need to keep meetings running on time.
Meeting Max.
No one should be scheduled so tightly they can’t take a stretch or bathroom break. Insist on giving some buffer between meetings. It could make sense to limit the number of meetings per day for people. It need not be a hard and fast rule or one size fits all. If your job is community outreach or sales, your number may be higher. For problem solvers, designers, more focused work blocks are important.
Up your facilitation game.
No matter the type or length of meeting, it can be refreshing to mix up your methods. Plan an collaborative activity or think of discussion prompts ahead of time. Help people get going with a fun warm up. Meetings can be both productive and fun.
Chances are, you will still have a lot of meetings, even if you eliminate any unnecessary ones. Might as well make the most of them!