who is responsible for leading each topic?

Identify who is responsible for leading each topic. Someone other than the formal meeting leader is often responsible for leading the discussion of a particular agenda item. This person may be providing context for the topic, explaining data, or may have organizational responsibility for that area. Identifying this person next to the agenda item ensures that anyone who is responsible for leading part of the agenda knows it — and prepares for it — before the meeting.

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.

never hold a meeting just to update people

“If you’re already meeting for worthwhile topics, you can do a quick update,” says Axtell. You might say at the end, Is there anything that the group needs to be aware of before we leave? Is there something going on in your department that others needs to be know about? “But if you’re only meeting to transfer information, rethink your approach. Why take up valuable time saying something you can just email?” says Axtell.

And update meetings aren’t just time-wasters. Gino explains that research by Roy Baumeister, Kathleen Vohs and their colleagues suggests that we have a limited amount of what they call “executive” resources. “Once they get depleted, we make bad decisions or choices,” says Gino. “Business meetings require people to commit, focus, and make decisions, with little or no attention paid to the depletion of the finite cognitive resources of the participants — particularly if the meetings are long or too frequent,” says Gino. She finds something similar in her own research: that “depletion of our executive resources can even lead to poor judgment and unethical behavior.” So if you can avoid scheduling yet another meeting, you should.

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.

a time suck

Dave, a senior VP at a large U.S. bank, was a strong one-on-one manager. However, 360-degree feedback revealed that he struggled in one critical area: leading effective meetings. Multiple employees described his meetings as “a time suck.” They complained that he asked them to meet too often, allowed a few people to dominate conversations, and failed to create an environment where attendees really wrestled with ideas and engaged in critical thinking. These comments took Dave by complete surprise. He’d thought he was doing a good job with meetings—better than most of his peers, anyway.

Dave is not the first manager to overestimate his abilities in this area. Research suggests that of the 23 hours that executives spend in meetings each week, on average, eight are unproductive. Some 90% of people report daydreaming in meetings, and 73% admit that they use meeting time to do other work. And yet research by myself and others shows that leaders consistently rate their own meetings very favorably—and much more positively than attendees do. For instance, a telephone survey of more than 1,300 managers found that while 79% of them said that meetings they initiated were extremely or very productive, only 56% said the same about meetings initiated by others—clear evidence of an “I’m not the problem” attitude. Additional research provides insight into why: In a study with Jiajin Tong of Peking University, I found that the attendees who are the most active are the ones who feel that meetings are the most effective and satisfying. And who typically talks the most? The leader.

Steven G. Rogelberg

“Why Your Meetings Stink—and What to Do About It,” Harvard Business Review. January-February 2019)

collaborative interactions

 

Aaron De Smet, Caitlin Hewes, Mengwei Luo, J.R. Maxwell and Patrick Simon

“If we’re all so busy, why isn’t anything getting done?,” mckinsey.com January 10, 2022

making meeting time scarce

We have observed that many companies are moving to shorter meetings (15 to 30 minutes) rather than the standard default of one-hour meetings in an effort to drive focus and productivity. For example, Netflix launched a redesign effort to drastically improve meeting efficiency, resulting in a tightly controlled meeting protocol. Meetings cannot go beyond 30 minutes. Meetings for one-way information sharing must be canceled in favor of other mechanisms such as a memo, podcast, or vlog. Two-way information sharing during meetings is limited by having attendees review materials in advance, replacing presentations with Q&As. Early data show Netflix has been able to reduce the number of meetings by more than 65 percent, and more than 85 percent of employees favor the approach.

Making meeting time a scarce resource is another strategy organizations are using to improve the quality of information sharing and other types of interactions occurring in a meeting setting. Some companies have implemented no-meeting days. In Japan, Microsoft’s “Work Life Choice Challenge” adopted a four-day workweek, reduced the time employees spend in meetings—and boosted productivity by 40 percent. Similarly, Shopify uses “No Meeting Wednesdays” to enable employees to devote time to projects they are passionate about and to promote creative thinking. And Moveline’s product team dedicates every Tuesday to “Maker Day,” an opportunity to create and solve complex problems without the distraction of meetings.

Aaron De Smet, Caitlin Hewes, Mengwei Luo, J.R. Maxwell and Patrick Simon

“If we’re all so busy, why isn’t anything getting done?,” mckinsey.com January 10, 2022