How to make meetings purposeful

The problem with corporate life

1. We have too many meetings

2. We have too many bad meetings 

We do need meetings

We work in a business of complex problems. Meetings were the invention created to provide the needed co-ordination.

But not mediocre ones

What we don’t need are meetings that cripple the organization.

Our meetings have evolved into something else. We have fallen victim to mediocre meetings that are not about coordination but about bureaucratic excuses and a kabuki dance of company politics.

An opportunity to do better

All meetings should be about an opportunity to do better, be more focused and not externalize.

A focus on what is important—real work

In a world of fewer meetings, we will have time to do real work. We will focus on what is important and we will spend time innovating and initiating new projects.

Real work is what moves us forward—work that involves action, struggle and effort.

A culture of compromise

Traditional meetings create a culture of compromise and kill our sense of urgency.

When was the last time you took some different, gutsy decisions in a meeting?

Types of meetings

In our traditional system, we've used the word meeting to describe any form of professional gathering.

Meetings fall into convenience meetings, formality meetings and social meetings. Very rarely do leaders say, “I don’t need a meeting, I know the issue and we’ve discussed this before”?

8 Principles of modern meetings

• A meeting doesn’t make a decision, leaders do.
• A meeting has two primary functions: conflict and co-ordination.
• Meetings move fast and end on time.
• They limit the number of attendees.
• They reject the unprepared.
• They produce committed action plans which need to be followed up before the next meeting.
• They should not be about information sharing.
• They should always accompany a culture of brainstorming with a challenge of focused ‘what if’.

Tips for brainstorming meetings

• Invite people who are passionate
• Praise liberally
• Number your ideas
• Use a timer to close sessions
• Have fun
• Get active
• Have clear focus
• Have an expert facilitator
• Keep the room safe without hierarchy
• Write and record it all down

Bridging gaps with effective meetings

There is a large gap in where the organization is and where it ought to be. That gap has to be bridged through effective meetings.

Poor meetings happen when you don’t challenge

The solution comes down to choice. A poor meeting is as much a result of your silence or lack of challenge.

Changing the culture

The culture will change when people adopt the newer way to run meetings.

A simple check list

• Can I take this decision myself?
• Is this decision high, medium or low consequence?
• Is a group necessary? How and when should I assemble them?
• Does the opinion of someone matter in this decision and have I briefed the person? Are the facts sufficient?
• Can I do this with a series of one-on-ones as opposed to a full meeting?
• How much time should this decision take?