How to Have Better Meetings

Dr. Christian Poensgen, 25 July 2024, beyondproductivity.substack.com

Set a Clear Agenda

Start each meeting with a specific agenda. An agenda provides focus and ensures everyone knows the objectives and how to prepare. Share the agenda beforehand so participants can review and prepare.

Keep Meetings Small.

Limit the number of attendees to keep meetings productive. Aim for five or fewer participants to maintain deep engagement and effective decision-making. Smaller groups are more effective, and everyone gets a chance to speak.

Stay Standing.

Conduct meetings standing up. Standing meetings tend to be shorter and more focused as people are less comfortable and less likely to stray off-topic. Use standing meetings for brief updates and to maintain high energy levels.

Rotate Meeting Locations.

Change the meeting environment regularly. Different settings can spark new ideas and prevent monotony, leading to increased creativity and productivity. Hold meetings in various parts of the building or outdoors to keep the environment dynamic.

Assign Roles.

Designate specific roles like leader, note-taker, and timekeeper. Clear roles help manage the meeting effectively, ensuring all aspects are covered and nothing is missed. Assign roles at the start of each meeting to keep everything organized and on track.

End with Action Items.

Conclude with clear action items and responsibilities. Specific action ensures discussions lead to actionable steps and follow through. Review who is responsible for each action item and set deadlines for accountability.