There's an expression I use in meetings when people
are engaging in wishful thinking instead of solving the problems at hand.
When they've come to a convenient break in their flights of unproductive
fancy, I jump in with:
'...and while we're in Lollipop Land, I'd like a pink-maned
pony to ride across the candyfloss clouds.'
In other words, I run a tight meeting. Get me
leading a table and you'll see decisions made and minutes acted on with
a clear sense of purpose, everything tight as a drum. It's not hard. Here's
how I do it.
1. Set a start time. And keep to
it. It's far too easy to lose 30 minutes or more waiting for stragglers
to arrive. If the meeting starts at 10am, start it at 10, and anyone not
there loses the right to be involved. They've missed the Chocolate-Frosted
Choo-Choo that brings them to the meeting room, and they'll have to stay
over in Lollipop Land.
2. Communicate the meeting's purpose. All meetings should
have ONE purpose and ONE major outcome. Meetings are to decide things,
not discuss them. If people start wandering off track, ask them how that
conversation is contributing to the meeting's purpose - or give them the
line above. You may as well mention Sugarcane Mountain while you're
at it.
3.
Tell people what their role is in the meeting. In other words,
make sure everyone knows their area of responsibility. And don't let them
step outside it - because perversely, the best performers at work are
often the worst at meetings: experts tend to think their expertise reaches
beyond their area of knowledge, and will grab any opportunity to demonstrate
this. Don't let them. Every Yummy-Scrumptious Pebble on
Lollipop Land's beaches is different, but not one has more than
one flavour.
4. Tell people it's okay not to come, and that if they
don't, decisions will be made without them. You don't want anyone there
who doesn't need to be. It's perfectly possible to do this diplomatically
- 'If you feel this would not be a good use of your time, please tell me
and I'll cc you the minutes'. And while they're in Lollipop Land, they
can get you a cookie.
5. Practice lock-out for latecomers. People must understand
that the meeting fulfills a business purpose and that if they miss it they're
preventing that purpose from being met.
6. Have a chairman. All meetings need a leader. And that's
not just a note-taker (ideally someone else takes the scribe role) - the
leader introduces topics, summarises decisions taken, gets agreement, and
moves down the agenda at a set rate.
7. Specify a finishing time. More important than you think.
Few meetings need longer than an hour; most can be done in 30mins, and
plenty can happen by phone or IM without travel involved. There's no need
to take the Choo-Choo all around Sugarcane Mountain when you only want
to go as far as Gingerbread Station.
8. Issue the minutes. A single page with a title, participant
list, date and time, a paragraph, and bullet points of what was done.
The most important is the one-paragraph (even better, one-line) summary
of what the meeting achieved, which should always include context of what
needs to happen as a result of that decision.
9.
Keep your eyes on the clock. If the first agenda item of 6 takes
half an hour, you're in line for a three-hour meeting - which is too long. Agree
a set time at the start - say, ten minutes per agenda item. If the
strawberry-shortcake clock in Lollipop town centre strikes 12, you might
be stuck in Lollipop Land forever!
10. Close the meeting properly. When the end time approaches,
the chairman should summarise the decisions and firmly close the meeting.
If you let the conversation wander aimlessly or peter out, you're on the
fast track to Sugarcane Mountain. If you've dealt with everything early,
then close the meeting early! 'Fill all the time' is never a meeting objective.
Lastly, the best advice of all: don't go to meetings! At
least 75% of meetings are unnecessary. Cancel three meetings a week, and
you're putting a whole morning's worth of time back in your day. And over
time, the quality of the meetings you do go to will rise - because
people will assume if 'the guy who doesn't go to meetings' is there, it
must be important.