Are Your Meetings Meeting Your Expectations?

But hold on, isn’t the point of meetings to move things forward? So why do we feel like they’re holding us back?

We spoke to Cindy Etsell, Executive Coach at EZRA and Career Transition Consultant at LHH, to find out what’s going on and how we can fix it.

Meetings are a boon… if they’re done right

“Meetings are a wonderful way to collaborate, brainstorm and bring collective ideas from across the organization together,” Cindy tells us.

The problem is, too many lack a clear purpose or structure. The only thing they’re really good for is creating more meetings.

Setting up for success

“Many times, organizations invite people last minute with no defined objectives, agenda, or actions,” says Cindy.

This wastes valuable time. Instead, “It’s important that the objectives are clear,” she tells us.

Invite the right people

Ever wonder what Bob from accounts is doing in the sales rev meeting? Imagine how Bob’s feeling. And now poor Bob has to make up the time only to get it in the neck because he’s late for family game night.

Bob is not alone. A worrying 51% of employees have to work overtime at least a few times a week due to meeting overload. For director level and above, that rises to 67%.

“Attendees should know why they were invited and what topics they need to address,” Cindy advises. And as the organizer, it’s on you to “Identify who is core to attend and communicate what you want from them.”

Do a tech check

“Can you hear me? What about now? Now? NOW? Oh, sorry, I’m on mute.” A whopping 72% of people report losing time in meetings because of technical difficulties.

And, sure, every now and again, the meeting gods just take against you, but most of the time, a quick five-minute dry run can iron out any potential hiccups.

During the meeting

Meetings are kind of like orchestras. Only sometimes it turns out everyone’s been sent different sheet music.

“What transforms these meetings is a strong facilitator,” Cindy tells us.

A conductor to ensure the outcome is more harmonic collaboration than discordant abomination.

Steer the ship

Yes, that thunderstorm the other day did look amazing. And sure, DJ’s cat is as cute as a button, but perhaps you can get into that around the coffee machine.

“The presence and structure of an agenda are crucial for effective meetings,” Cindy points out. They help facilitators keep contributions on point and meetings on track.

Balance airtime

Some of us are shrinking violets. Some of us are peacocks. All of us have something useful to contribute.

A good conductor finds a way of “…effectively managing participants who may dominate discussions and creating opportunities for others to contribute,” says Cindy.

Manage attention

Facilitating isn’t just about being inclusive, though. It’s about keeping people interested, too.

“Watch your non-verbal communication,” Cindy advises. “If using slides, keep them to a minimum with fewer words. Use video, voice, color, and storytelling.”

And if you don’t want people nodding off, “Keep the meetings to 30 minutes, when possible,” she adds.

Post meeting

Well, congratulations, you’ve created collaborative gold. But don’t make the mistake of thinking it’s all over. What comes after the meeting matters just as much.

Send a summary

To ensure momentum, “Summarize actions – assign owners, decisions, and timeframes,” says Cindy.

And don’t leave people groping in the dark for the resources they need to get things done. “Attach relevant materials and store everything in a shared folder for future reference,” she suggests.

Time is precious

Yes, meetings can be valuable, but time is the most precious commodity we possess. And the thing about it is, it’s finite.

So, before committing to that calendar invite, Cindy suggests asking yourself, “Does this [meeting] really need to happen?”

As a rule of thumb; if the goal is to inform, asynchronous tools will do. If the goal is to align, decide, or create, then it’s time to meet. Just remember to take the steps you need to get the most out of it.