It’s Tuesday, you’re at your desk, working through your e-mails and you receive a meeting request from a colleague with a nondescript title. Receiving this, you know how this meeting will play out and you know it will provide little to no value, most likely running over and utilise time better spent elsewhere. If you have been in this position you’ll understand the annoyance. If you are the culprit of invitations like this… it’s time to change these behaviours. How can you influence the first step to ensure the meeting is lead and run well?
Regardless of the type of meeting conducted, the simple answer is to prepare and provide value in the meeting you are creating – if there’s no value, why have it? Take into account the: type of meeting, the project, attendees, value the session brings and the desired outcome. Follow the below acronym PODS:
What is the meeting’s PURPOSE?
The purpose of any meeting should be clear by the one leading the meeting and all attendees. It is transparent and outlines what is to be discussed with the team and why the meeting has been created. The purpose will change the outcome and final decision, therefore there should be only one purpose. It could be to; persuade, analyse, describe, explain, inform, instruct, build relationships/rapport etc.
What is the desired OUTCOME?
The Outcome of the meeting sets the tone and clearly states the desired final result from the session. This incorporates the expertise of those involved and is specific, measurable and realistic. It should outline the deliverables and quantifiable measures in place. By setting the outcome you create an expectation for the mindset entering the session.
What are the DECISIONs involved?
The decisions made will be determined by the decision-maker. This does not need to be the person holding the meeting and can revert to an attendee with a higher rank or more seniority. This will change the purpose and desired outcome of the meeting.
How will the meeting be STRUCTURED?
Structure the meeting around the attendee presenting and the desired outcome. Set it out in a pragmatic format, e.g. introduction, collaboration, discussion, decision making, questions, conclusion/re-cap. For complex meetings, it is good practice to monitor time and ensure the flow of the meeting is appropriate and relevant – don’t get sidetracked.
Example of a meeting request
The purpose of this meeting is to gain cross-sectional alignment between teams regarding the input of data within the CRM system. The desired outcome is to create a new process that both teams have agreed upon. Both teams will collaborate with the Sales Manager making the final decision. The structure of the meeting will be run by Operations Manager with Customer Service Manager taking minutes.
Remember to…
- Keep it succinct and to the point
- Ensure you have the correct people in the room
- Tailor your meeting to your audience and the desired outcome
- End on time