The average corporate employee attends at least eight meetings a week. Unfortunately, according to multiple studies, most of those meetings are unproductive.
When meetings are unproductive, you miss opportunities to share ideas, make important decisions, and collaborate in resolving challenges.
Besides wasting resources, ineffective meetings lower the morale and job satisfaction of team members who feel their time could be better spent.
But it doesn’t have to be this way. Meetings can be productive when run well.
In this article, we’ll share seven ground rules to make sure every meeting you organize is effective. We’ll also share ideas to help you convey information within your team without having to call for a meeting every time.
1. Develop Meeting Agenda
The first rule for organizing productive meetings is to develop a meeting agenda. This is a plan that helps you keep on track on what you’re talking about and when.
Not everything discussed in a meeting is equally important. That’s why you need an agenda to figure out what matters most and talk about those things first.
Decide how long you’ll chat about each topic so that you stay on track and do not run out of time.
Share the plan before the meeting to give everyone time to get ready and know what you’re meeting for.
2. Be On Time
Punctuality reflects professionalism and your commitment to achieving the meeting goals.
Furthermore, it sets the tone for the entire team by demonstrating your respect for the participants.
As the meeting convener, setting an example regarding punctuality conveys the expectation of timeliness to others. Aim to be on time for every meeting by setting reminders and allowing some time for unexpected interruptions.
Sometimes, circumstances may lead to lateness. In such instances, it’s essential to handle the situation gracefully.
Incase you’re late, here’s what to do:
- Once you enter the meeting, apologize for being late and acknowledge the value of everyone’s time. Briefly apologizing shows respect for others’ schedules.
- Make an effort to catch up on any missed information promptly. For instance, you can consult with a colleague for a brief summary.
- Enter the meeting quietly and avoid disrupting ongoing discussions. If necessary, wait for an appropriate break or seek permission from the facilitator to catch up on missed points.
- Despite being late, remain fully engaged in the meeting by participating in discussions and making meaningful contributions.
3. Respect The Time Constraints
Proper time management in meetings determines whether you achieve your set meeting agenda or not. Time is a shared resource, and its prudent use leads to a productive work environment.
To ensure the meeting stays on track, establish time limits for each agenda item. A structured framework enables focused discussions that do not spill over into time meant for other activities.
Encourage participants to stick to the schedule by communicating to participants to respect the agreed-upon time allocations. Emphasize demonstrating respect for everyone’s time and enhancing the efficiency of the meeting.
You can achieve proper time management through the use of visible clocks or timers that act as a constant reminder of the need to stay on schedule.
Pro Tip: To maintain the designated meeting duration, address off-topic discussions promptly. If the conversation veers away from the agenda, a gentle reminder of the time constraints coupled with a suggestion to revisit the off-topic point at a later time can redirect the focus back to the planned agenda.
4. Understand That Not All Meeting Are Similar
Meetings come in various forms, with each serving a unique purpose. For instance:
- Retrospectives: Allows teams to reflect on a completed project, highlighting what went well and identifying areas for improvement.
- Standups: These are designed for quick team updates and are often held daily. They allow teams to give updates on progress and synchronize activities.
- One-on-ones: These are private discussions between the manager and individual team members. They allow for updates on individual projects, professional development, or discussion of work-related concerns.
Tailoring guidelines to meeting types helps align strategies with the specific goals of the meeting. Besides, adapting ground rules to suit the purpose of the meeting enhances their relevance and effectiveness.
For example, a retrospective will be more successful if the ground rules encourage a candid discussion. At the same time, a standup will benefit if the participation guidelines focus on concise and quick updates.
Adjusting the communication style to match the specific meeting context promotes clearer understanding and encourages engagement among participants.
5. Manage Distractions
According to a Zippia survey, 55% of meeting participants multitask during meetings. Multitasking leads to misunderstandings, errors, and misinterpretations because the participants can’t absorb the communication during the meeting.
To address this, you must recognize common sources of distractions, such as:
- Side conversations
- Electronic devices
- External noise
To create a meeting atmosphere that promotes concentration, implement practical strategies to minimize distractions, for example:
- Choose a quiet and dedicated meeting space
- Minimize background noise
- Establish ground rules that discourage side conversations during crucial discussions.
- Encourage participants to silence their phones or use them only for meeting-related purposes.
Being present in meetings is more than physical attendance. By minimizing distractions, you can encourage your team to be fully present and contribute to discussions, leading to more enhanced meeting outcomes.
Here are some strategies you can use to encourage your participants to be fully present in meetings:
- Actively listen to what others are saying without planning your response to comprehend the information being shared and respond thoughtfully.
- Focus on the meeting at hand and avoid multitasking, such as checking emails or social media, because it can hinder your ability to absorb information and contribute effectively.
- When you speak, share relevant insights, ask questions, and provide constructive input to add value to the discussion.
- Use positive body language to convey engagement. Maintain eye contact, nod in agreement, and avoid appearing disinterested.
6. Mind Video Meetings Ground Rules
During video meetings, you should establish the same level of professionalism as in physical meetings. Establishing ground rules for video meetings ensures an effective virtual collaboration environment.
Follow these ground rules for successful video meetings:
- Participants should test their video and audio settings before the meeting to avoid technical issues.
- Start and end meetings on time to respect participants’ schedules.
- Attend the meeting from a quiet and well-lit space to minimize distractions and enhance visibility.
- Whenever possible, enable video to promote a more engaging and connected meeting experience.
- Avoid background noise by muting microphones when not actively contributing to the discussion.
- Opt for neutral and professional backgrounds to maintain a polished appearance during the meeting.
- Dress as you would for an in-person meeting to convey professionalism and respect for the virtual setting.
- Minimize multitasking to stay focused on the meeting’s agenda and contribute meaningfully.
- Use virtual hand-raising features to indicate a desire to speak and maintain an organized discussion.:
- Allow everyone the opportunity to speak by encouraging balanced participation.
Remember: Technical glitches may happen; remain patient and address issues calmly.
Stick to the meeting agenda to ensure discussions are focused and time-efficient.
7. Reserve time for Q&A
For a meeting to be successful, you need to reserve dedicated time for questions and answers. This session allows participants to seek clarification, share insights, and engage in a discussion.
Q&A sessions provide an opportunity for all queries to be addressed, helping participants understand the topics discussed.
Here are some tips you can use in formulating a Q&A session:
- At the beginning of the meeting, mention that there will be a dedicated time for questions and invite participants to hold their queries until then.
- Clearly designate a portion of the meeting agenda for Q&A. This could be towards the end of the meeting after presentations.
- Participants can submit written questions in advance or during the meeting, which can be addressed during the Q&A session.
- Have a moderator to manage the Q&A session. They can organize and present questions to ensure a smooth flow and address as many inquiries as possible.
- For the Q&A session to remain within the allocated time frame, set time limits for each question and response.
Encourage active participation by inviting input from various team members to make participants feel comfortable asking questions.
Remember: If you have to, criticize after the meeting. Discussing grievances or criticisms during a meeting can be counterproductive, often diverting focus from the agenda. Encourage participants to share their thoughts and concerns after the meeting to allow for a well-articulated exchange of ideas.
Plan and Run Meetings for Better Outcomes
Meeting ground rules give your meetings structure and focus, helping you stay on track while saving time.
Even as you apply the above meeting ground rules, remind your team to be fully present. Each member should actively engage in every discussion at hand and give the meeting your full attention.
Being present improves communication and makes decision making easier because everyone can quickly weigh available options and give their opinion. However, not all meetings are real-time– especially with teams being in different timezones.
A tool like Geekbot can enhance your asynchronous meetings by helping your team communicate better, and observe your preferred set of meeting ground rules. You can also use Geekbot to automate repetitive daily tasks and create updates on Slack or MS Teams.
Frequently asked questions
Why are meeting ground rules important?
Ground rules establish a framework for productive discussions, ensuring equal participation, time efficiency, and respect among attendees. They set expectations, minimize disruptions, and steer conversations towards achieving defined objectives.
2. What are some key elements of effective meeting ground rules?
Effective ground rules include clear agendas, defined roles, time limits, active listening, no interruptions, fostering inclusivity, and enforcing follow-ups or action items. They promote engagement, focus, and accountability among participants.
3. How can implementing meeting ground rules improve outcomes?
Establishing and adhering to ground rules streamline meetings, boost productivity, and enhance decision-making. They foster a conducive environment, encouraging collaboration, creativity, and a sense of ownership, leading to more impactful outcomes and actionable results.