Do you feel that your meetings are not efficient and that you waste a lot of time? In this post I am going to give you 6 key tips to make your meetings much more efficient and productive.
When I talk with the teams, there is a very recurring theme in relation to the effectiveness of work and one of the keys is the high number of meetings they have.
What is happening?
We have too many meetings, with too many participants. Meetings that are not always effective and in many occasions, decisions are made in parallel.
If we analyze it a bit, it is common to find the following circumstances:
- The responsibility for making decisions is not delegated. This implies having more participants than necessary
- Meetings are not prepared and this may mean that objectives are not achieved.
- Non-essential issues that can be solved more efficiently without a meeting are dealt with.
If you feel that this also happens to you, you are starting to lead teams… I leave you some keys whether you call the meetings or if you have to attend them.
1. Objective of the meeting
It must be clear and it must allow the convened to understand the role they play in it. How they will add value.
2. Reflect – efficiency
Is it the best way to achieve the objective and can it be reached asynchronously?
Example: I can use a shared document, manage it using a mail, make a call or make my own decision instead of calling a meeting.
If this topic/objective is being discussed in another forum, connect interests and unify efforts, join the existing initiative or improve the one already done; ask to share the work done. It is in our hand to build on the work of a colleague and not to duplicate initiatives but to reuse / evolve and improve.
3. Identify atendees
Ensure that they have delegated responsibility for making decisions as necessary (7 people or less would be a good number).
If decisions are going to be made, think about the way and make sure you communicate it in a clear way.
And don’t forget to validate with your team if everyone knows their delegated responsibility to ensure that they can make decisions and collaborate with other teams effectively in the meetings they are called to.
Detail the agenda with the necessary timelines.
4. Prepare the agenda
Prepare the material for the session (anticipate it at least 24 hours in advance).
The common points will be seen at the beginning of the session in case not everyone can be present for the whole session.
Try not to exceed 45 min. (Leave 10 min. free between meetings) and always convene within working hours. And don’t forget to use a ‘great helper’. Define the rules / norms for the session.
5. During the session
On the part of the convenor
- As mentioned before, the common points will be seen at the beginning of the session
- Validates that the necessary people are present
- Controls the speaking time
- If a topic comes up that is not planned, we schedule a new meeting
- Ensures that decisions have been made in consultation with the group
- Notes the topics discussed, the decisions made and the tasks assigned
On the part of the invitee
- Make it known if the objective is not clear
- Don’t worry about turning down a meeting in case you feel you cannot/will not add value
- Don’t resend a call without prior approval from the convenor
- Be on time and review the information before the meeting
6. When finished
On the part of the convenor
- Share a summary with participants
- Follow up on actions
On the part of the invitee
- If you do not receive the topics discussed, tasks assigned and decisions made, let us know
- Follow up on actions you are responsible for
If you have any doubts about following this model, this decision maker can certainly help you.
Santander Global T&O is a company of Santander Group with more than 2,000 employees and based in Madrid, we work to make Santander an open platform for financial services.
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Sonia Sánchez Sansegundo
Santander Global T&O
Totally convinced and in love with Agile. Positive. Challenge: to help my colleagues to know and experience the Agile so that they enjoy, like me, this experience. Agile Coach
