Meetings take up to 15% of all time within work. In very few organisations they teach you how to run successful meetings, how attendees are supposed to participate and what success looks like at the end of each meetings.
Company success is often shaped as much by meetings as their company strategy.
Bad meetings impact company culture and often are the causes of teams misaligning and interpersonal conflict.
With the number of meetings increasing, the lengths of meetings reducing but the frequency of repeat meetings, it is essential we reduce the friction of meetings and help to structure, optimise and improve meetings.
On our mission to fix the broken world of work, we collated our 25 most suggested meeting recommendations to help your organisation to succeed.
- Ask the question: does this have to be a meeting?
- Answer: Could this be a memo?
- Whole company agreement: No meetings to have another meeting
- AHA: Always Have Agenda’s
- Keep track of ‘meeting moments and movements’ – centralise all notes, decisions and actions and share across to all invitees and if open allow all to view
- Always answer what is the objective of this meeting
- Agendas are great for meetings that require structure
- Always have refresh agendas – with 50% of meetings repeat and agendas recycled you are fighting against yourself
- No agenda = No attendance can work if enforce top to bottom
- Agendas remove creativity – think of this when brainstorming and problem-solving
- Always explain to each attendee why they are attending, what their expected role is and how they can help move the meeting forward
- HiPPO’s have to encourage and support employee first engagement
- Have no spectators rules – Steve Jobs would remove people who did not contribute to meetings
- Remove awkward starts to meetings
- If the meeting fails quickly gift people their time back
- Feedback is a gift, survey attendees and asks for feedback sessions in the last five minutes of meetings (open documents for open feedback)
- Always have a social element to meetings, never dive straight in, scientific studies and cultural differences have proven no social elements break social bonds and trust in the work environment
- Meeting recovery syndrome is a hugely under-recognised issue within businesses, reduce the number of meetings and
- Employees need help to manage calendars especially in hybrid environments, help to manage and have a meeting champion to share tips and best practices and offer training
- Hybrid meetings are challenging, applying the same attention to those remote as those in the office, you must follow the no a team (in office) and b team (working remotely). Checking on remote attendees and asking for their opinions will be equalisers. Reviewing meeting notes and document updates will be important
- Have meeting attendance guidelines. The quality of meetings drop the more that attend
- Other companies rules:
- 10 people (Google)
- 6 people (Apple)
- 2 pizza rule (Amazon) & 7 people + approval by senior meeting
- Other companies rules:
- Remove meetings after 16.00 – least productive and often rushed.
- If you are an international or tri-time zone company consider how you can rotate these meetings
- Silent start meetings are great for longer-form meetings requiring insights, discussion and alignment.
- Keep and update your decision document to keep clear communications and a canonical home of decisions
- Remember how we are engineered, information architecture is essential, an easy way to find out information and find relevant historical notes for those who were not at the company helps understand how to be successful.
Meeting name > Date > Project > Department often works best
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