A quick Google search reveals that anywhere from 25 to more than 50 percent of the average workday is spent in meetings. That’s a lot of talk time! The challenge is that much of that meeting time is unproductive.
And yet, there are good reasons to have meetings. We get together to solve problems, collaborate, gain buy-in, and build relationships. So, how do you make those necessary meetings more productive? Remember to model "Basic Meeting Hygiene” and second, anticipate and respect each other’s meeting preferences.
Basic Meeting Hygiene Reminders
Don’t give up on the basics! They may be elementary, but it’s surprising how often they’re neglected. Whenever three or more people get together, have a meeting agenda (that you stick to) and an agreed-upon meeting objective. Invite only critical people. Why critical people? It’s a poor use of time to attend meetings just to find out what’s going on. If someone is optional, don’t invite them. Instead, send meeting notes or a recording to anyone who has an interest in the discussion or decisions. For more formal meetings, proactively assign a notetaker to document what was discussed, capture action items, and note off-topic items that can be handled outside the meeting.
Anticipate and Respect Each Other’s Meeting Preferences
A more nuanced but equally powerful way to boost meeting productivity is to know each other’s preferences for processing information, interacting, and making decisions.
Some people prefer having time to prepare before a meeting and time to think before speaking up in the meeting. Others want to cut to the chase, nail things down, and move on. Still others do best when there’s an opportunity to connect and nurture relationships before getting down to the meeting’s business. Do you know the meeting preferences of the people on your team? Do they know yours? What do your decision-makers need?
Jenny and I like to use Wiley’s Everything DiSC® model when thinking about meeting behavior. Everything DiSC® is an assessment-based learning experience where you receive personalized insights into your basic work style and preferences. Our Everything DiSC® Workplace workshop helps participants deepen their understanding of themselves and others, with the goal of more effective collaboration.
Not surprising to us, a person’s general approach to meetings lines up with their DiSC® style. A raised awareness of one another's style and preferences helps everyone’s meetings become more productive.
We’ve adapted content from the Everything DiSC® blog article “Make the Most of Meetings Using Work Style” to create a quick-reference guide based on the Everything DiSC® four styles (D, i, S, and C) and our deep experience as program managers.
Do you recognize yourself or others in this Meeting Preferences guide?
As an example, I fall into the Dominance quadrant and, yes, I prefer meetings with good Basic Meeting Hygiene. Like everyone, though, I’m a blend of styles. I want to get to the point but also enjoy social time at the beginning of meetings.
I’ve also learned to give people who lean toward the Conscientiousness and Steadiness styles time to think and process before jumping in with my opinions.
Make Meetings Work for Everyone Today
How do you make this real? Here are some ideas:
- Practicing reading the preferences of the people you meet with frequently.
- Ask for the objective and agenda in every meeting you attend as an ongoing practice.
- Before the next team meeting you host, send advance reading or build in time to chat about the weekend for five minutes before diving in.
- Do you host regular meetings? Take five minutes to ask for feedback!
Meeting fundamentals are right there in front of us, yet it’s so easy to have unproductive meetings. Role modeling is one of the best ways to achieve change. Foster “Basic Meeting Hygiene,” communicate your meeting preferences, and practice reading others’ preferences. Better yet, reach out to us so we can host an Effective Meetings workshop for your team.
If you’d like to learn more about ways to improve team productivity, drop us a line at info@cwtrainingandconsulting.com. We’d be happy to explore solutions together.
