Run Meetings that Don't Suck (10 Tips)!

Summary

In this video, Jeff shares practical tips for running effective meetings based on the 40-20-40 rule, which emphasizes preparation, productive follow-through, and concise meeting time. He outlines strategies such as conducting a 'go/no-go' test, avoiding over-inviting participants, setting clear objectives and context, and pre-aligning with teammates to address concerns beforehand. Jeff also advises using inclusive facilitation tools, maintaining a 'parking lot' for off-topic discussions, and holding people accountable for action items. The video concludes with advice on sending concise meeting summaries and using small incentives to engage participants.

Takeaways

• 😀 The 40-20-40 rule suggests spending 40% of time on meeting preparation, 40% on follow-up actions, and only 20% during the actual meeting.
• 😀 The 'Go/No-Go' test helps determine if a meeting is necessary, avoiding unnecessary ones when updates, feedback, or key decision-makers are absent.
• 😀 Limit meeting participants to one representative per department to ensure focus, responsibility, and follow-through after the meeting.
• 😀 Sending clear objectives and context in advance ensures that everyone is on the same page before the meeting starts, respecting participants' time.
• 😀 The 'Pre-Alignment Appetizer' involves getting buy-in before the meeting through one-on-one conversations, addressing concerns early.
• 😀 Inclusive facilitation tools like Mentimeter and Slido ensure all voices are heard, especially for introverted or less vocal participants.
• 😀 Use a 'Parking Lot' to capture off-topic ideas during meetings, with follow-up later to maintain focus and trust.
• 😀 Call people out during the meeting by using names for action items, reducing ambiguity and ensuring accountability.
• 😀 Send a concise meeting summary afterward, highlighting key takeaways and action items tied to individuals, helping to reinforce clarity.
• 😀 Prepare 'After Action Columns' to simplify the implementation of decisions by providing colleagues with drafts for easy follow-up.

Q & A

What is Meeting Recovery Syndrome?

Meeting Recovery Syndrome refers to the time employees lose mentally recovering from a bad or unproductive meeting. It highlights the negative impact poorly run meetings can have on team morale and productivity.

What is the 40-20-40 rule for running effective meetings?

The 40-20-40 rule states that 40% of the time should be spent on meeting preparation, another 40% on productive follow-through, and only 20% on the actual meeting itself.

What is the 'Go/No Go' test, and why is it important?

The 'Go/No Go' test is a way to determine whether a meeting is necessary. It checks if the information is just an update, if key decision makers are unavailable, or if feedback does not need to be provided in real-time. If any of these conditions are true, the meeting should be reconsidered.

How can you avoid over-inviting people to a meeting?

You can avoid over-inviting by only including one representative from each department or function affected by the project. These representatives will then gather input from their teams and brief them on the decisions and next steps after the meeting.

What is the OC Combo, and how does it help improve meetings?

The OC Combo stands for Objective and Context. By sending the meeting's objective and relevant context in advance, you help participants understand the purpose of the meeting and allow them to prepare accordingly, saving time during the meeting itself.

Why is the pre-alignment appetizer an effective strategy before meetings?

The pre-alignment appetizer involves meeting with participants individually before the meeting to address concerns or gather feedback. This strategy helps resolve issues beforehand, making the actual meeting more efficient and focused.

What does 'inclusive facilitation' mean in the context of meetings?

Inclusive facilitation means using tools and techniques that ensure all participants have an opportunity to contribute to the discussion. Tools like Mentimeter or Slido can help everyone share their thoughts, especially those who may be uncomfortable speaking up in a larger group.

What is the parking lot technique, and how should it be used during meetings?

The parking lot technique involves capturing off-topic or tangential ideas that come up during the meeting and addressing them later, either during a one-on-one or in a future meeting. It helps keep the meeting focused while ensuring valuable points aren't forgotten.

How can you ensure clarity and accountability at the end of a meeting?

At the end of the meeting, make sure to confirm action items by directly addressing individuals by name and outlining specific next steps. This reduces ambiguity and ensures everyone is clear on their responsibilities.

What is the importance of sending a concise meeting summary afterward?

Sending a concise meeting summary helps reinforce the key takeaways and action items, ensuring everyone is on the same page. It serves as a reminder of the commitments made and helps track progress on action items.

What are after-action columns, and how do they improve meetings?

After-action columns are pre-drafted materials, like emails or slides, that help individuals communicate next steps to their teams. By providing these resources ahead of time, you reduce friction and ensure that action items are executed more efficiently.