4 key questions to plan efficient meetings

Business meetings are not just calendar commitments; they’re great opportunities for collaboration and change. However, they can sometimes become inefficient meetings or meetings that leave you feeling that they’re a waste of time. This article poses four questions for transforming these meetings into engines of innovation and progress, optimising every minute for meaningful impact. Today we discuss how to make meetings more productive.

What will I read about in this article?

The meaning (or sometimes meaninglessness) of meetings
What is the purpose of the meeting?
Who needs to be there and why?
Are there any limitations?
How do we measure whether a meeting has been productive?

The meaning (or sometimes meaninglessness) of meetings

We meet to share ideas, to debate views and, ultimately, to move together towards common goals. Beyond their obvious function, meetings are moments of human interaction, where minds meet, perspectives are challenged and innovations flourish.

What would the ideal meeting look like? One in which there’s a clear purpose and, in order to achieve it, time is used optimally and in a collaborative environment,

However, this is not always the case. According to Workplace Trend 2023 report, too many inefficient meetings rank as two of the top five barriers to productivity.

“Excessive inefficient meetings rank as two of the top five obstacles to productivity.”

This is where the challenge and the opportunity lie: to transform these meetings into meaningful and productive experiences. And how can we do this? Asking ourselves these 4 questions before planning a work meeting or before accepting the invitation of a colleague can be of great help.

1. What is the purpose of the meeting?

Defining the purpose of these meetings is like drawing a map before a journey. By establishing a well-defined purpose, it aligns the expectations of all participants and keeps the meeting productive and focused.

This approach not only prevents the dialogue from wandering aimlessly, but also instils a sense of urgency and relevance.

2. Who needs to be there and why?

The selection of participants is crucial to the success of any meeting. Imagine an orchestra where each musician has a specific role that enriches the symphony.

Similarly, each attendee at a meeting should have a defined role and a unique contribution that justifies his or her presence.

Choosing the right people ensures that discussions are rich and substantive, and that decisions are made with the necessary insight. This not only optimises time, but also fosters an environment where every voice feels valued. Some strategies for getting the most out of business meetings talk about a golden rule: efficient meetings usually have a maximum of 4 people, but in no case more than 7.

3. Are there any constraints that may prevent the meeting from being productive?

Anticipating constraints is an act of foresight that can save a meeting…. By identifying potential obstacles, such as time constraints, technology issues or communication differences, you can plan ahead to effectively navigate them. By proactively addressing these constraints, you pave the way for a smoother and more focused meeting.

Can you imagine your laptop running out of battery in the middle of your presentation? Precisely, it is about avoiding this type of situation.

4. How will we measure whether the meeting has been productive?

Establishing clear metrics to measure the success of a meeting allows an assessment of whether objectives have been achieved and provides a basis for future improvement. These metrics can focus on different aspects, from solving specific problems to generating new ideas or strengthening interpersonal relationships.

Measuring success not only provides satisfaction at the conclusion of a meeting (if it went well), but also provides valuable learnings that can be applied to refine future interactions. By cultivating a culture of evaluation and continuous improvement, each meeting becomes a step towards a more efficient and collaborative work environment.

By adopting these practices, we not only optimise the use of time and resources, but also foster a more efficient and collaborative work environment. Deliberately applying these strategies can make meetings productive and create opportunities for meaningful human interactions that move both individuals and organisations forward.