Written by: Nicole Lucas, Executive Contributor
Executive Contributors at Brainz Magazine are handpicked and invited to contribute because of their knowledge and valuable insight within their area of expertise.
If you’re tired of leading boring, unproductive meetings that lack purpose, this article is for you. You’ll learn five steps on how to lead productive and purposeful meetings that people will enjoy being a part of. Promise!
Picture the scene with me for a moment as we engage in a create-your-own adventure scenario. You’re sitting quietly at your desk, focused on the task at hand, when all of a sudden you hear a notification go off. It’s your calendar app. Your pulse quickens as you pick up your phone, with your hands shaking you see a meeting invite and immediately think: A. Ugh! B. Cool! I can’t wait! C. Fine, but this better not be a waste of my time.
Which one would you choose? Your answer is most likely based on your experience with meetings. If you’re among the group who chose A, you’re likely to have been invited to meetings that left you feeling drained and unproductive. If you chose B, you may be among those who have participated in purposeful and productive meetings. If you chose C, you may be among those who have experienced both sides ‒ you’re not necessarily opposed to meetings, but you also don’t approach them with anticipation; you might call yourself a willing pessimist when it comes to meetings.
Stats show that the average professional spends between 4-12 hours a week in meetings. One report that I found recently stated, “Everyone hates meetings.” While another report stated that many believe meetings are a waste of time and that facilitators don't value the time or input of those who are in attendance.
Gosh, those are some dire stats! Can you resonate? As far as the stat about spending between 4-12 hours in meetings, for me it’s more like 12-16 hours a week. So I guess I’m above average; although, I’m not sure some would consider that a good thing in this case!
So can meetings be redeemed? Can we create a culture where meetings are not only extremely productive but also enjoyed by the people who attend them? Yes and yes. I know this because I’ve witnessed them for myself and I’ve also led my fair share of productive and purposeful meetings in the past.
Do you know one of the biggest reasons meetings fail to be purposeful and productive? Because people don’t prepare well enough. So in this article, I’m going to give you five steps to leading productive and purposeful meetings; meetings that people will enjoy being a part of.
Consider The Purpose (The Why)
There’s a key moment in the mind of a leader where they must decide if a meeting is necessary or not. The best way to do this is to answer the following questions:
Is there a problem to solve?
Is there a decision to be made?
Is there buy-in or support to be gained?
Are there relationships to build?
If you can answer yes with regards to the item you have on your mind, then a meeting is necessary. For example, let’s say the item on your mind is that your team is struggling with areas of communication. We can quickly see that a struggle with communication is a problem to be solved, so having a meeting with your team will help you bring this problem to their attention so that it can be addressed.
Consider The People (The Who)
Let’s say your organization needs to launch a new product. The purpose of the meeting checks the box on the fact that the product will solve a problem; therefore, there are decisions to be made and buy-in and support to be gained. But who should be invited to the meeting?
With the example of a new product in mind, in this case, it’s key for all of your stakeholders to be in alignment with this new product; therefore, the initial meeting must begin with them. From there, another meeting may be held with the leaders or directors of the team or teams of people that will be responsible for bringing this new product to reality, for them to understand what this product is and why it’s important. Next, the leaders and directors of the team(s) should have another meeting with the individuals who will be responsible for the tasks that will culminate in the final product. The leaders must cast vision to these individuals so that they may understand the what and why behind the work that is being asked of them.
Many would say that a good rule or guideline is to keep your meetings smaller. The more people you have the harder it will be to manage time and have productive conversations. This is especially the case when you’re trying to solve problems or make decisions. However, if the meeting is for team building, then you’ll want your entire team there!
Consider The Agenda (The What)
Next, you’ll need to determine what to cover in the meeting. To do this, it’s helpful for you to start with the desired outcome or what you hope people will walk away having learned, experienced, or committed to.
For example, let’s say you want to form a weekly standing meeting. The why or the purpose behind the meeting is to discuss upcoming items, projects, or events so that everyone is on the same page. The who or the people to invite are your team. The what or the agenda could be things such as:
Check-in (5-10 minutes)
A brief check-in to see how everyone is doing. This will help you stay connected on a personal level.
Primary Focus (30 minutes)
To discuss the upcoming items or projects for the next two weeks. Each person shares a progress report and brings any problems or issues up for discussion. Everyone leaves in agreement on the next steps if necessary.
Upcoming (10-20 minutes)
What’s coming up that we need to start working on?
As you consider the agenda, it’s also a good time to decide if you should assign pre-work for your team to complete before they attend the meeting. It’s important for you to be clear with them and to communicate the level of participation you’re expecting so that they can come prepared to engage fully. Remember, if you don’t tell people what you expect, you can’t expect it from them.
Consider The Setting (Where and When)
The nature of the meeting should influence the location and the timing. For example, if you’re talking about something confidential, find a place to meet where the conversation won’t be overheard or interrupted. If you’re talking about something strategic, you might want more of a formal setting like a boardroom where people can sit at a table and discuss things easily, with a whiteboard or large screen to help with collaboration. If it’s a meeting for the sake of building relationships or team building, you might want a more casual setting.
As far as timing goes, consider a realistic length, and don’t push the time longer than what you scheduled. Honor people’s time and schedule another meeting if it’s really necessary.
The timing of the day should also be considered. If this is a strategic meeting you might consider scheduling it earlier in the day when people’s minds are more alert and clear. A post-lunch strategy meeting around 2 pm could mean that your team might hit a mid-afternoon wall of brain fog, which may not result in the best participation. This is the case for my team at least. However, based on your team’s personalities and the type of work you do, 2 pm may be just fine for a strategic meeting. You’ll need to experiment and learn through trial and error, so don’t stress out about it, just pick a time, plan well, and see what happens!
Consider The Outcome (What’s Next?)
At the end of every meeting, your team should know if there’s an action to commit to, a deadline to meet, a future follow-up, etc. People shouldn’t leave the meeting without knowing what’s next and what’s expected of them.
Meetings aren’t the easiest thing to lead, they take preparation and practice. But if you follow these five steps, you’ll be on your way to preparing and leading productive and purposeful meetings that people enjoy participating in. I’ve done it. You can too!
BONUS: If you want to up your game even more, I have a FREE ONLINE COURSE called Lead Better Brainstorms. So if you find yourself leading team brainstorming meetings or if you often have to brainstorm solutions on your own, this free course will help you grow your skills in this area. Visit thecreativelevel.com/onlinecourse to see what others are saying and to enroll today!
Lastly, if you want help developing your leadership skills, visit my website to learn more about the ways I can help you take your life and leadership to the next level. You don’t need a formal education to lead a team or to navigate situations effectively, you just need a leadership coach that can teach you how to become an influential leader that people will love to follow. I can help. Let’s get started!
Follow me on LinkedIn, Instagram, and Facebook. Listen every Monday to The Coffee and Creative Leadership Podcast for more insights on leadership and team culture development.
Nicole Lucas, Executive Contributor Brainz Magazine
Nicole Lucas, is the Founder and CEO of The Creative Level, a leadership coaching and consulting agency with the mission of helping individuals and teams reach the next level in their life and leadership. She is also the creator and host of the Coffee and Creative Leadership Podcast. With a Bachelor of Science in Leadership and over a decade of experience in leading individuals and teams, Nicole finds great joy in providing people with the essential and practical tools to become healthy and skilled influential leaders.
