9 Tips for Meetings that are Faster, More Fun, and More Focused
How LinkedIn Execs Run Meetings
Have you ever felt
frustrated during a
meeting?
cc: Cubmundo -‐ h-ps://www.flickr.com/photos/55499300@N06
The more senior you become, the more time
you’ll spend in meetings. cc: Thomas Hawk -‐ h-ps://www.flickr.com/photos/51035555243@N01
Focused attention = manager’s most important resource
Improving meetings =
massive opportunity to boost productivity
cc: Chris Smith/Out of Chicago -‐ h-ps://www.flickr.com/photos/65315936@N00
Great meetings include:
Thoughtful preparation and balanced discussion,
leading to a decision and commitment to action,
followed by execution thereafter.
cc: InternaKonal Railway Summit -‐ h-ps://www.flickr.com/photos/129818214@N05
Three sections:
BEFORE THE MEETING
DURING THE MEETING
AFTER THE MEETING cc: hjl -‐ h-ps://www.flickr.com/photos/92605333@N00
Three sections:
BEFORE THE MEETING
DURING THE MEETING
AFTER THE MEETING cc: hjl -‐ h-ps://www.flickr.com/photos/92605333@N00
1. Define the meeting success criteria
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"This meeting will be a success if..."
cc: Pim Fijneman (finally back) -‐ h-ps://www.flickr.com/photos/28193187@N06
Example cover slide with meeting success criteria
Review the success criteria to start and end every
meeting cc: clagnut -‐ h-ps://www.flickr.com/photos/27616775@N00
2. Apply the RAPID framework to focus on the right people
cc: ashraful kadir -‐ h-ps://www.flickr.com/photos/46987892@N05
The RAPID framework
Decide
Make the decision – Commit the organization
Agree Input
Recommend
Perform
Provide input to a recommendation
– views may or may not be reflected in
final proposal
Formally agrees to a decision
– views must be reflected in final proposal
Recommends a decision or action
Accountable for performing a decision once made
At a minimum, invite the “R” (Recommender) and the “D” (Decision-maker).
In most cases it makes sense to invite the “A” (Agrees with recommendation) and the “P” (Performer who executes the decision) as well.
The “I” (offers Input) is generally optional.
3. Send pre-read materials the day before.
cc: nashworld -‐ h-ps://www.flickr.com/photos/28517410@N02
Three benefits to sending materials in advance: 1. Optimize meeting time for discussion (vs. reading)
2. Surface questions/issues before the meeting
3. Prevents all-nighters for the presenters :)
cc: kleneway1379 -‐ h-ps://www.flickr.com/photos/21060335@N03
Three sections:
BEFORE THE MEETING
DURING THE MEETING
AFTER THE MEETING cc: hjl -‐ h-ps://www.flickr.com/photos/92605333@N00
4. Begin with a silent read-through — never present.
cc: Camera Eye Photography -‐ h-ps://www.flickr.com/photos/22605449@N06
Most execs can read faster than you can voice over the slides
Reserve first 5-10 mins. of meeting for read-through
Call out 2-3 important slides if needed
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5. Rely on as few slides as possible, and use the whiteboard wisely.
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For a one-hour meeting:
20 slides is max
(10-15 ideal)
cc: Intrepidteacher -‐ h-ps://www.flickr.com/photos/54048808@N00
The more slides you have, the lower the likelihood that
any single slide is fully understood
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Use the whiteboard
The energy shifts from people talking at each other… To brainstorming collectively toward a common goal on the whiteboard.
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6. Poll the room using a go-around.
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Create balanced
discussion
cc: diffendale -‐ h-ps://www.flickr.com/photos/7945858@N08
How the "go-around" works
1. Facilitator asks a basic question (e.g., 0-10 scale of how people are feeling, plus/minus feedback on project) 2. One-by-one, each person provides input 3. Keep it focused on the go-around (no sidebar conversations) and keep discussion tight (~1-2 min. per person) 4. Ensure everyone has a chance to participate and feels heard
cc: Leo Reynolds -‐ h-ps://www.flickr.com/photos/49968232@N00
Have fun with the question and the go-around!
cc: D7eame -‐ h-ps://www.flickr.com/photos/55246612@N07
Three sections:
BEFORE THE MEETING
DURING THE MEETING
AFTER THE MEETING cc: hjl -‐ h-ps://www.flickr.com/photos/92605333@N00
7. Distribute action items and notes.
cc: DonkeyHotey -‐ h-ps://www.flickr.com/photos/47422005@N04
Distribute action items and notes
• Notes: Keep it concise; not a play-by-play, but rather a summary of key discussion points • Action items: Specify owner of each, and ensure deadlines to complete are clearly stated • Ideal to send as soon as possible after meeting to avoid staleness and ensure speed of action
8. Cascade relevant information to teams.
cc: Nanagyei -‐ h-ps://www.flickr.com/photos/32876353@N04
As a leader, you're representing your team at
the meeting
cc: VinothChandar -‐ h-ps://www.flickr.com/photos/44345361@N06
Give your team context on the outcome and next steps from the meeting, as soon as possible -- it will help them do their jobs better! cc: IntelFreePress -‐ h-ps://www.flickr.com/photos/54450095@N05
9. Follow up (keep your word).
cc: iklash/ -‐ h-ps://www.flickr.com/photos/48805491@N00
Meetings are only as great as the commitment they create and the action they generate
So keep your word after the meeting, and let the note-taker know you’ve completed your action items to close the feedback loop and help ensure accountability.
cc: Nanagyei -‐ h-ps://www.flickr.com/photos/32876353@N04
In summary...
cc: aresauburn™ -‐ h-ps://www.flickr.com/photos/9993075@N06
BEFORE THE MEETING
1. Define the meeting success criteria
2. Apply the RAPID framework to focus on the right people
3. Send pre-read materials the day before
DURING THE MEETING
4. Begin with a silent read-through — never present
5. Rely on as few slides as possible, and use the whiteboard wisely
6. Poll the room using a go-around
AFTER THE MEETING
7. Distribute action items and notes
8. Cascade relevant information to teams
9. Follow up (keep your word)
Tips for Great Meetings
Want more? Read my LinkedIn post!
Enjoy this presentation? Share it with your network...
or better yet, during your next meeting!
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