How to Run Meetings Better Than 99% of Companies

Summary

In this video, Ryan Deiss shares a four-part meeting rhythm that transformed meetings into highly productive sessions. Deiss, who oversees 17 companies, emphasizes the importance of structured, outcome-driven meetings. Key principles include treating meetings as essential work, maintaining consistency, and setting clear rules: no agenda, no outcome, no expert, and no scorecard, no meeting. He outlines a meeting cadence focused on strategic 3-year plans, 90-day quarterly sprints, monthly reviews, and weekly scorecard meetings, which reduces the need for ad-hoc sessions. This structured rhythm improves team efficiency and long-term success.

Takeaways

• 💼 Meetings are essential to business success, and when done right, they can be the most valuable time spent with the team.
• 🏆 Principle 1: Meetings are real work. Companies need meetings to be efficient and successful, similar to how sports teams and relationships need communication.
• 🔄 Principle 2: Consistency is key. A predictable meeting rhythm saves time and leads to better optimization and results.
• 📜 Principle 3: Establish rules for meetings. Key rules include: No agenda, no meeting; no outcome, no meeting; no expert, no meeting; no scorecard, no meeting.
• 📊 A leadership team should meet every three years for strategic planning, focusing on long-term goals instead of annual planning, which is seen as ineffective.
• 📅 Break down the three-year plan into 12 quarterly chunks. Quarterly sprint planning meetings set 90-day goals and key initiatives to keep progress on track.
• 📈 Monthly business reviews assess if the team is on track with quarterly plans and adjust strategies if needed.
• 🟢 Weekly scorecard meetings evaluate key metrics (green, yellow, red) to ensure continuous progress. Major pivots happen in monthly reviews, not weekly meetings.
• 💡 Ad hoc meetings, like project kickoffs or emergency meetings, should be minimized by following the consistent meeting rhythm.
• 🕒 Following this rhythm actually reduces meeting time, leading to more focused and productive sessions, saving time overall.

Q & A

What is the core idea behind the meeting rhythm implemented in the speaker's businesses?

The meeting rhythm focuses on transforming meetings into highly productive and valuable time. It ensures consistency, clear goals, and efficiency by following a structured approach that minimizes unnecessary meetings.

Why does the speaker emphasize that 'meetings are work'?

The speaker emphasizes this to counter the notion that meetings are inherently wasteful. He argues that meetings, when done correctly, are essential for communication, decision-making, and organizational success.

What does the speaker suggest is the main problem with ad hoc meetings?

Ad hoc meetings are often interruptive and inefficient. By establishing a consistent meeting rhythm, the need for frequent ad hoc meetings is reduced because issues can be handled during scheduled meetings.

Why does the speaker believe in 'three-year' strategic planning over 'annual' planning?

The speaker finds annual planning too short-term to achieve meaningful goals and too long-term to be predictable. Three-year planning strikes the right balance for setting significant, impactful objectives while allowing room for adjustments.

What are the four key rules the speaker's company follows for meetings?

1. No Agenda, No Meeting. 2. No Outcome, No Meeting. 3. No Expert, No Meeting. 4. No Scorecard, No Meeting.

How does the speaker suggest optimizing long-term business performance?

Optimization is framed as a ritual, not a one-time task. Continuous, consistent efforts through regular meetings ensure that businesses can optimize performance over time, rather than making occasional, reactive changes.

What is the purpose of the weekly scorecard meeting?

In weekly scorecard meetings, the team reviews the company’s key performance metrics to assess progress. They identify which metrics are performing well and which need attention, but avoid major pivots during these meetings.

How does the speaker recommend breaking down long-term goals?

The speaker recommends breaking down three-year goals into 12 quarterly sprints. Each quarter, the team meets to establish the key projects and metrics that will keep the business on track for its long-term targets.

What is the role of a 'monthly business review' in this meeting rhythm?

The monthly business review serves as a checkpoint to assess progress toward quarterly goals. It allows the team to make necessary adjustments or pivots to stay on track with their long-term objectives.

How does the speaker argue that a consistent meeting rhythm saves time?

A consistent meeting rhythm saves time by reducing the need for frequent ad hoc meetings and ensuring that team discussions are focused, productive, and goal-oriented. Over time, this structure leads to fewer interruptions and more efficient operations.