Have you ever convened a meeting that droned on and on? Did you felt it didn’t really accomplish anything? Were people bored, sleepy, or doing their own thing? Such a meeting is a complete waste of everyone’s time. Worse yet, since nothing was resolved you’ll have to have a follow up meeting. Argh!
Business meetings are costly, yet required. It amazes me that most leaders do very little to improve them. What's the secret to productive and lively meetings? It's really not too complicated. It's NOT more sophisticated power point presentations, or better graphics, or a professionally designed report, or immaculate oratory. The secret is high interaction. Yes, that's it!
Without interaction, no high tech gimmick or well crafted speech will enliven a meeting or lead up to a productive meeting that results in practical actionable steps.
There are many ways to invite interaction. But one of them is not just to ask: "Do you have any questions or comments?" That question is generally met with an uncomfortable silence. To have real interaction the whole meeting needs to be a conversation.
If you are designing a conversation. A conversation is not a presentation. Nor is it a speech. You need to avoid the temptation to kick it off with a long speech. Leaders sometimes mistakenly assume they need to provide an expert monologue to confirm the meeting’s importance. Instead, start with a highly interactive welcome exercise to set the tone. Then follow up with drawing the agenda for the meeting together, with participation of all.
Combine big group interaction with small group interaction or interaction in pairs. Keep this rule of thumb handy: Within the allotted timeframe, dedicate 65 percent of the time to conversation and 15 percent to reflection. That leaves you 20 percent, for harvesting results, designing an action plan, and distributing responsibilities.
Try this next time you have to lead a meeting and experience the difference in energy and results!
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Photo via Flickr by Joselito Tagarao