How to run an effective meeting.
At Planit, we hate wasting time and we pride ourselves in our efficiency when it comes to running a meeting.
In this template and guide you will be able to:
Create a KO Agenda and rolling meeting structure
Get tips on how to manage and navigate a meeting pre, during and post meeting
First let’s talk about our top tips pre-meeting
Invite people who need to be there, remove anyone who doesn’t
👉 Either have a 25 minute meeting or 50 minute, it gives people 5 or 10 minutes between their next.
👉 Define roles and responsibilities - Who is taking minutes, who is chairing.
👉 Consider a pre-meeting chat with key stakeholders or champions to the cause. If there is something that is critical to be decided or accomplished and you are concerned that some of the personalities involved may divert the focus from this, agree in advance that it's teamwork to achieve the outcomes, not just the chair of the meeting.
👉 Send a ‘DETAILED AGENDA’ not just talking points. Ask yourself what about those points do you want to finalise and achieve? This is huge, people waste time talking around a topic when all they wanted was an answer to a Question.
👉 Ask yourself, do you need a meeting? Will a re-group on actions suffice?
👉 Send the above in advance, and allow people to prep.
👉 In person meetings often require a longer block of time due to logistics and possible travel etc, but in the long run, they can be far more effective and save time down the line. They allow you to read body language, ensure full participation and concentration and the personal connection is bonding for the team involved. Where possible, see to the basic meeting hygiene - is the room pleasant? How is the temperature? Are there drinks and for longer meetings, food or nibbles? If a meeting needs to go on for over an hour, have you thought about comfort breaks?
Top tips during the meeting
👉 When chairing a meeting, outline the purpose succinctly then get started on your agenda. Once a point has been boxed off, move on. Simple phrases, first up we have, brilliant next… thanks for that, let’s move to…
👉 Listen and be present, if people are adding value respond to it
👉 Be 👏 succinct 👏. If you can say something in 5 words, do.
👉 Do you have people who love to veer off course, introduce a way to stop that happening. We use ‘Off Topic’
👉 Summarise actions at the end of the call to ensure no one has questions
Post meeting
👉 Before your meeting disbands, allow a few minutes to do a temperature check. Ask them to rate the meeting out of 10. Do they feel the meeting was a productive use of time? If they score lower than a 7, ask how it could have been 1 point higher? How can we improve next time?
👉 Block out 15 mins after the call set aside time to send out the link to the notes and actions
👉 Create the template for your next meeting. Simple but effective.
Using our template
Our agenda setup is built on the Google format of a recurring document, that means all meeting notes, actions are in one place and easy to access.
Simply state the item you’d like to discuss, the detail and minute any notes or actions on the right handside.
If you need any support with using it, then book a free demo by clicking here!