How to Meet Creatively
Meetings can be a serious time-waster. Here are some tips to make them more efficient and effective.
1) Invite people who can make decisions, but don’t invite people who don’t need to be there. If you don’t follow this rule, you will either decide things that can’t be enacted or you’ll never get to a decision. And I’m going to say it: some people just like to be contrary. If they don’t need to be at the meeting, don’t invite them.
2) Do you really need to meet? Is this something you can discuss via email, or by walking to a colleague’s office? Even an IM chat, a phone call or 3-way call can be a better and quicker alternative to a sit-down meeting.
3) Bring the appropriate props and set the mood. If you’re having a creative brainstorm, bring some toys. Encourage creativity through a relaxed atmosphere. On the other hand, meeting outside or in a room full of toys will not be productive for your monthly board update.
4) Be prompt. If you’re scheduled to meet from 3-4p, don’t start late and don’t go long. People want to know what to expect and if you don’t keep your word, you make it harder for them to show up on time next time. Some places just have a culture of tardiness. Don’t give into it. There doesn’t have to be a punishment or reward system, just make it a point as the lead to start on time and finish on time. Being mean to the latecomers doesn’t encourage promptness. It just makes people not want to be around you.
5) State the purpose ahead of time. This not only gives the meeters an idea of what they are getting into and allows them to be mentally prepared, it also helps keep focus.
6) Keep on task. Don’t allow unrelated topics to constantly creep into the discussion and be sure to encourage “offline” discussion for matters that don’t pertain to the whole room.
7) Combine and cancel. If meetings of similar topics and attendees are frequently occuring, it might make sense to combine them. And if you don’t have anything to talk about or if the need for meeting has changed, then by all means cancel!
8) Prepare. If you know you’re meeting, whether you are the lead or not, don’t show up without having thought through the discussion a little.
9) Make an agenda if necessary. Often meetings don’t require an agenda, but if there is not at least one or two thing you know you want to accomplish, then you probably shouldn’t be meeting.
10) People like to eat. This is often overlooked in meetings, but it can encourage promptness and attendance.
Here are some other articles for effective and creative meetings.
