Download Meeting Management Consulting Best Practices

As Andrew Grove, former CEO of Intel, famously remarked, "Just as you would not permit a fellow employee to steal a piece of office equipment worth $2,000, you shouldn't let anyone walk away with the time of his fellow managers." In essence, he was emphasizing the importance of Efficient Meeting Management—a topic that is often overlooked in most organizations but demands close attention and a strategic approach.

Define the Objective and Set the Agenda

A cardinal rule of Meeting Management is having a clear, well-defined objective. Without a strategic goal in mind, meetings can quickly devolve into aimless and counterproductive sessions. An explicit agenda acts as a roadmap for the meeting—it keeps discussions on track, aids in time management, and ensures all critical issues are addressed. An Agenda serves as a guide for preparing in advance, thereby enhancing the overall productivity of the meeting.

Invite Only the Core Team

The size and composition of the meeting attendees is another crucial aspect to meeting efficacy. A common pitfall many organizations succumb to is inviting too many participants, thereby diluting the focus and extending the meeting duration. Rather, focus should rest on inviting only requisite personnel—those whose inputs and decision-making capabilities are essential towards achieving the meeting's objective.

Modularize the Meeting into Time-Bound Segments

Dividing the meeting into well-defined, time-bound sections is an efficient way of managing multiple topics within a given timeframe. This approach ensures every point on the agenda receives fair consideration, and negates the likelihood of important discussions being compromised due to time constraints.

Use Technology for Better Meeting Management

In today's digital age, leveraging technology for efficient Meeting Management is a given. Tools such as Microsoft Teams, Slack and Zoom offer unique features that streamline scheduling, setting up reminders, screen-sharing, document-filtering, note-taking and other tasks that contribute towards a constructive meeting. Technology can be a great enabler for driving engagement within virtual meetings—a phenomenon that has become commonplace in the post-pandemic work culture.

Acknowledge and Appreciate Participation

Every individual attending the meeting is investing their precious time and effort. Acknowledging and appreciating their participation creates a positive atmosphere and fosters better communication and teamwork. Encouraging active participation and recognizing valuable inputs also ensures involvement and accountability from all the attendees, leading to improved decision-making.

Ensure Decisions and Action Points are Documented and Followed Up

A meeting without decisive outcomes is akin to a rudderless ship. Actionable points must be derived, recorded, and shared post-meeting. Designating responsibilities and creating a follow-up mechanism ensures the hard work put into the meeting yields tangible results. It aids in maintaining momentum, driving prompt action, and realizing the desired outcomes from the meeting.

Align Meetings with Overall Strategic Goals

Lastly, meetings must be viewed not in isolation but as an integral part of the organization's wider Strategic Planning. The big picture must always be kept in view, and coordination with other key elements like Operational Excellence, Performance Management and Risk Management must be assured. This amalgamation ensures that the meeting's objectives align well with the organization's overall strategic goals, creating continuity and a sense of purpose.

Adhering to these guidelines can turn meetings from dreaded time-wasters into powerful tools for productivity and organizational success. The time has come to put an end to unproductive meetings and pave the way to effective Meeting Management that fosters collaboration, decision-making, and strategic alignment within organizations.