{"id":32675,"date":"2019-03-15T10:41:42","date_gmt":"2019-03-15T14:41:42","guid":{"rendered":"https:\/\/www.wework.com\/creator\/creator\/?p=32675"},"modified":"2020-02-26T14:31:21","modified_gmt":"2020-02-26T19:31:21","slug":"how-to-hold-effective-meetings","status":"publish","type":"post","link":"https:\/\/www.wework.com\/ideas\/professional-development\/management-leadership\/how-to-hold-effective-meetings","title":{"rendered":"The meeting is dead, long live the meeting"},"content":{"rendered":"\n

Meetings<\/span><\/i>. The word alone can conjure feelings of dread, anxiety, and existential despair.<\/span><\/p>\n\n\n\n

Often, that\u2019s for good reason. Many of them feature dull presentations, insufferable leaders droning on for too long, and daydreams of looming lunch options. Time is wasted, spirits drained, productivity and presence zapped.<\/span><\/p>\n\n\n\n

Yet our desire for the mediocre meeting, even in the digital age, continues to soar. By <\/span>some estimates<\/span><\/a>, there are<\/span> 55 million <\/span><\/i>meetings a day taking place just in the United States. <\/span><\/p>\n\n\n\n

It doesn\u2019t have to be this way. <\/span><\/p>\n\n\n\n

At their best, meetings can be rallying points for teams and cradles for collaboration, writes Steven G. Rogelberg in his book, The Surprising Science of Meetings<\/a>. <\/em><\/span><\/p>\n\n\n\n

\u201cMeetings can be stages for leaders to truly lead, share their visions, be authentic, and inspire and engage their team,\u201d Rogelberg writes. \u201cAt the same time, meetings are a form of localized democracy where ideas and innovation can emerge through employee interaction\u2014even the smallest voices have the opportunity to be heard and to be given life and influence.\u201d <\/span><\/p>\n\n\n\n

If that quote\u2019s got you thinking, \u201cif only,\u201d try these suggestions from Rogelberg that promise to take your team from meeting meh to fruitful collaboration\u2014and maybe even fun. <\/span><\/p>\n\n\n\n

Go on a meeting diet<\/b>. It\u2019s likely that you already have too many meetings on your plate. <\/span>If you\u2019re a meeting scheduler, evaluate which are really necessary, who needs to be there, and whether the meeting should be recurring. <\/span><\/p>\n\n\n\n

The average recurring gathering lasts up to eight instances, according to Teem<\/a>, a workplace software and analytics company <\/span>acquired by WeWork<\/span><\/a>, and can easily become what Teem calls \u201czombie meetings\u201d: sessions that people stop attending as the purpose of the meeting loses its relevance. Teem also tracks \u201cghost meetings,\u201d the one in five meetings that, at their start time, are completely unattended. <\/span><\/p>\n\n\n\n

\u201cI think we\u2019re all surprised by the behavioral aspects of these problems, that they\u2019re all so prevalent,\u201d Ken Myers, data-engineering manager at Teem, says. <\/span><\/p>\n\n\n\n

If Teem\u2019s research has just given you a name for the meetings others keep bailing on, take a critical look at your calendar and solicit feedback from your colleagues. Consider it a form of calendar<\/span> Kondo-ing<\/span><\/a>. <\/span><\/p>\n\n\n\n

For all the zombie meetings his company has slayed, says Meyers, the backlash has been almost nonexistent. \u201cWe were really fearful when we launched that it would be a problem, that we would wipe out a CEO\u2019s calendar quickly,\u201d he says. \u201cBut that has never really happened.\u201d <\/span><\/p>\n\n\n\n

Find the right space. <\/b>Many offices prioritize large conference rooms that can accommodate a soccer team, but real demand is often for smaller spaces that facilitate conversations among three to five people. Avoid booking a large room, and you won\u2019t feel compelled to fill it with (unnecessary) attendees. <\/span><\/p>\n\n\n\n

Scuttle the 60-minute standard. <\/b>It\u2019s a default setting in Google Calendar and Outlook, not a hard-and-fast workplace rule. Ask whether meetings can be shortened, for both yourself and attendees, ahead of time. At the start, address the scope and needs of the meeting itself relative to the amount of time everyone should spend. As a meeting organizer, <\/span>you can even end a meeting early.<\/span><\/i><\/p>\n\n\n\n

Build in reading time. <\/b>This trick, favored by Amazon, involves inviting attendees to read together, then begin a discussion immediately after completion. The thinking is that employees won\u2019t stress out about doing their homework before a meeting, and this way everyone is literally on the same page. Amazon also emphasizes that these briefings or readings should be on the side of trim and concise, not <\/span>War and Peace<\/span><\/i>. <\/span><\/p>\n\n\n\n

Be attendee-focused. <\/b>Rogelberg points to a common disconnect between the person session leader and attendees. As he points out, \u201cIf you talk a lot, you are more likely to think the meeting experience was a good one.\u201d Better meetings should be democratic, providing a chance for everyone to weigh in, and yield a positive consensus. If you\u2019re leading a meeting, pay attention to how much you\u2019re talking and solicit input from quieter team members who could offer insight. (In his interviews, Pulitzer Prize-winning historian Robert Caro <\/span>admits to writing \u201cSU\u201d in the margin of his notes<\/span><\/a>, a reminder to himself to \u201cSHUT UP.\u201d)  <\/span><\/p>\n\n\n\n

Keep the conversation constructive. <\/b>At the meeting\u2019s start, establish ground rules for tone, where debate is invited but there\u2019s comfort in disagreeing. And know that, perhaps more than anything else, your tone will set the stage for the conversation among colleagues. <\/span><\/p>\n\n\n\n

Consider going screen free. <\/b>If your employees are plugging away on laptops and smartphones, it\u2019s likely you\u2019ve already lost them. <\/span><\/p>\n\n\n\n

Rethink the typical agenda.<\/b> Rogelberg points to research that finds, much to the horror of many a Type-A planner, that meeting agendas may not necessarily increase productivity. What\u2019s worse, sometimes people recycle their agendas for recurring meetings, creating a <\/span>Groundhog\u2019s Day<\/span><\/i> nightmare for attendees.<\/span><\/p>\n\n\n\n

Rogelberg says an agenda should be more of an event plan that is focused on \u201cthe details, the flow, the experience, and the approach.\u201d Figure out who should be in a meeting and solicit ideas ahead of time. Order the topics, consider goals, and, if possible, prioritize employee-generated items. <\/span><\/p>\n\n\n\n

Take a stand (or a stroll).<\/b> A tactic favored by the Obama White House, Steve Jobs, and characters in nearly every Aaron Sorkin TV show, \u201cstanding\u201d meetings are inherently shorter<\/a> than sitting ones (just be mindful of accommodating colleagues with back problems or other physical needs). <\/span><\/p>\n\n\n\n

Learn from sports and take a huddle.<\/b> Another alternative is the \u201chuddle.\u201d No need to play coach and scream at your \u201cplayers\u201d\u2014the huddle is about \u201cteam members communicating with one another, pulling together, learning together, and seeking ways to support each other,\u201d says Rogelberg, and also to kickstart conversations and tasks that need to be handled beyond the group. One way to cultivate this: Rotate who is responsible for leading the huddle each day.  <\/span><\/p>\n\n\n\n

Make takeaways available to all<\/b>. If people marginally related to the meeting aren\u2019t in the meeting, have someone take minutes and share those with everyone. This creates transparency, while also saving time. Some workplaces even have the Google Doc of meeting notes on a projector so that everyone can see the work being done as it\u2019s documented in real time. <\/span><\/p>\n\n\n\n

Keep calm, meet on. (Or not.) <\/span><\/p>\n","protected":false},"excerpt":{"rendered":"

Forget everything you know about running (or attending) a meeting. Here’s how to make them productive<\/p>\n","protected":false},"author":1705,"featured_media":32756,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[43902,43909],"tags":[515,1487],"class_list":["post-32675","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-professional-development","category-management-leadership","tag-productivity","tag-leadership"],"acf":[],"yoast_head":"\nThe meeting is dead, long live the meeting<\/title>\n<meta name=\"description\" content=\"Forget everything you know about running (or attending) a meeting. 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