Mastering the Art of Successful Collaborative Meetings (In-Person and Remote)
In this article, I will share insights and strategies to help you organise successful collaborative meetings, both in-person and remotely, that not only foster innovation and productivity but also respect the invaluable resource of time.
Define Your Meeting Objectives Before scheduling any meeting, it's crucial to define clear objectives. Ask yourself what you aim to achieve through this meeting. Whether it's brainstorming new ideas, making decisions, or sharing progress updates, a well-defined purpose sets the stage for a productive discussion.
Choose the Right Format In today's hybrid work environment, you have two primary meeting formats to consider: in-person and remote. Each has its advantages, so choose the one that best suits your objectives. In-person meetings facilitate face-to-face interactions and team bonding, while remote meetings offer flexibility and can save valuable time.
"Fail to prepare, prepare to fail. Always share any reading or objectives with your attendees with plenty of time in advance to review. It makes for a more productive meeting. Deciding on the meeting's Chair beforehand always helps to keep to time and on topic, nothing worse than an awkward silence to start a meeting!"
-Kim Robinson, Executive and Business Support at So Energy
Plan and Communicate Agendas Regardless of the format, a well-planned agenda is essential. Share it with participants in advance, giving them time to prepare. Be concise and include time allocations for each agenda item. This ensures that discussions stay on track, preventing the meeting from veering off course.
Embrace Technology For remote meetings, the right technology can make all the difference. Invest in reliable video conferencing tools and encourage colleagues to familiarise themselves with these platforms. Ensure everyone knows how to troubleshoot common issues to minimise disruptions (I’m sorry Zoom, I simply cannot get used to you and much prefer Google Meet 🙈).
Encourage Participation Active participation is key to a successful collaborative meeting. Create an inclusive environment where all voices are heard. Encourage colleagues to share their perspectives and ideas. Consider using techniques like round-robin discussions or breakout sessions to involve everyone.
Exercise caution when promoting participation. When done thoughtfully, it can create opportunities for quieter participants to contribute. However, if rushed, it might be seen as unfairly putting someone in the spotlight and making them uncomfortable.
Follow Up with Action Points After the meeting, summarise key takeaways and action points. Distribute these promptly, so everyone knows their responsibilities. Setting deadlines and assigning tasks ensures that progress continues after the meeting has ended.
Determine Frequency and Cadence In addition to defining the objectives and formats of your meetings, it's crucial to establish their frequency (number of meetings in a given period) vs cadence (timing and pattern).
Consider the nature of your work and the needs of your team. Some projects may benefit from regular, scheduled meetings, while others might require occasional, ad-hoc gatherings.
Regular Meetings: For ongoing projects and teams that require frequent updates, regular meetings can provide structure and accountability. These meetings might be weekly, bi-weekly, or monthly, depending on your specific needs. Consistency in timing helps team members plan their work around these meetings.
Ad-Hoc Meetings: On the other hand, some discussions are more effective when held on an as-needed basis. These ad-hoc meetings can be called when a specific issue arises or when a quick decision is required. While they offer flexibility, it's essential to ensure that they are well-communicated and not disruptive to daily workflows.
By actively determining the frequency and cadence of your meetings, you strike a balance between staying informed and avoiding wasteful meetings. This approach ensures that time is used efficiently, and meetings remain a valuable resource for your team's success.
Scheduling a meeting has become incredibly easy. However, this ease of scheduling can sometimes lead to the overuse of meetings. Before you decide to schedule one, take a moment to reflect: Is it truly necessary, and is it the most efficient use of everyone's time? Alternatively, consider opting for a shorter 15 or 30-minute meeting, showing consideration for both your colleagues' time and your own.
Evaluate and Iterate Regularly evaluate the effectiveness of your collaborative meetings. Seek feedback from participants and use it to make improvements. Experiment with different formats, tools, and techniques to find what works best for your team.
Conclusion Organising successful collaborative meetings, whether in-person or remote, is a skill that can significantly impact your team's productivity and innovation. By setting clear objectives, planning meticulously, and fostering active participation, you can create an environment where collaboration thrives.
