what happened at the big meeting?

…we always ask the meeting owner—the most senior executive hosting it—the same two questions:

• What do you want to have debated, decided, or discovered at the end of this session that you and the team haven’t already debated, decided, or discovered?
• What do you want attendees to say when their team members ask, “What happened at the big meeting?”

In almost every case, the response is the same: “That’s a good question—I hadn’t actually thought about those things.”

It doesn’t matter if it’s an eight-person board meeting, a 15-person executive team meeting, or a 150-person leadership conference—your first step when planning an important one-off or non-routine get-together should be to draft an initial set of goals based on the answers to the two questions above. In the words of Stephen Covey, “Begin with the end in mind.”

Bob Frisch and Cary Greene

“If You Can’t Say What Your Meeting Will Accomplish, You Shouldn’t Have It,” Harvard Business Review. April 18, 2016 as quoted in HBR Guide to Making Every Meeting Matter. Harvard Business Review Press. 2016.

renaming meetings

Organizations are drowning in unproductive meetings, and part of the problem is the fact that we refer to them all in the same way. Vague and imprecise language obscures the true purpose of these gatherings, making it difficult to know how to optimize for their success. It also makes it harder to distinguish the worthwhile ones from the worthless.

In order to have fewer, more purposeful meetings, we need a more robust vocabulary to describe them. So let’s do some renaming, starting with three common “meetings” that you’ll soon realize aren’t really meetings at all.

• Meetings with just two people aren’t meetings. They’re conversations... 
• …sometimes people... huddle around a laptop or whiteboard to generate real work product together. Let’s call these group work sessions...
• ...meetings where the primary goal is to generate ideas… call it a brainstorm... 

Now let’s address a few types of meetings that are difficult to justify if you name them correctly.

• [Meetings] called primarily because managers have information to disseminate... These are convenience meetings  and almost always a bad idea. They’re typically convenient for the individual, and inconvenient for everyone else.
• Meetings called as a matter of tradition or habit — formality meetings — must also be banned... 
• Some meetings are called under the guise of collaboration or alignment, but it’s really connection we’re after. We can call these social meetings. 

Finally, we come to the decision-making meeting, a total misnomer as is it implies that the meeting itself is making the decision. But meetings don’t make decisions, leaders do. Group discussions can help support that process, of course, so let’s call them decision-supporting meetings to remind the leader that it’s her job, and hers alone, to make sure action follows...

Imagine a culture where people regularly talk about meetings using this kind of precise language. Picture someone pushing back on a meeting invitation by calling it a formality meeting... Better language isn’t the only step you must take to transform your meeting culture, but it’s a powerful start.

Al Pittampalli

“Stop Calling Every Conversation a “Meeting”,” Harvard Business Review. November 3, 2015 as quoted in HBR Guide to Making Every Meeting Matter. Harvard Business Review Press. 2016.

let's schedule a meeting

“Let’s schedule a meeting” has become the universal default response to most business issues. Not sure what to do on a project? Let’s schedule a meeting. Have a few ideas to share? Let’s schedule a meeting. Struggling with taking action? Let’s schedule a meeting.

Although scheduling a meeting can be the right solution in many instances, it’s not always the best answer. I’ve come up with a decision tree to help you quickly determine if a meeting makes the most sense.

Elizabeth Grace Saunders

“Do You Really Need to Hold That Meeting?,” Harvard Business Review. March 20, 2015 as quoted in HBR Guide to Making Every Meeting Matter. Harvard Business Review Press. 2016.

set an agenda

“Always set an agenda out ahead of time – and be clear about the purpose of the meeting.” It’s hard to imagine more sound advice about meetings. 

Amy Gallo

“The Condensed Guide to Running Meetings,” Harvard Business Review. July 6, 2015 as quoted in HBR Guide to Making Every Meeting Matter. Harvard Business Review Press. 2016.

purpose of the meeting

Note whether the purpose of the topic is to share information, seek input for a decision, or make a decision. It’s difficult for team members to participate effectively if they don’t know whether to simply listen, give their input, or be part of the decision making process. If people think they are involved in making a decision, but you simply want their input, everyone is likely to feel frustrated by the end of the conversation. Updates are better distributed — and read — prior to the meeting, using a brief part of the meeting to answer participants’ questions. If the purpose is to make a decision, state the decision-making rule. If you are the formal leader, at the beginning of the agenda item you might say, “If possible, I want us to make this decision by consensus. That means that everyone can support and implement the decision given their roles on the team. If we’re not able to reach consensus after an hour of discussion, I’ll reserve the right to make the decision based on the conversation we’ve had. I’ll tell you my decision and my reasoning for making it.”

Roger Schwarz

“How to Design an Agenda for an Effective Meeting,” Harvard Business Review. March 19, 2015 as quoted in HBR Guide to Making Every Meeting Matter. Harvard Business Review Press. 2016.