how to run efficient meetings

how to run efficient meetings

(tactical post)

First, differentiate between meetings, ceremonies, and social gatherings.

Ceremonies are cadences with a fixed, recurring agenda.

One of the best meetings I ever implemented was a financial heartbeat ceremony which includes:

– review of financial transactions

– review of income statement and balance sheet

– review of cash flow forecast

– review of unbilled time (esp. important w/ a service based team)

– review of A/R (special attention outside balance sheet)

I can’t tell you how many train wrecks I avoided with less than 90 minutes a month. I can’t tell you how many team members I kept myself from firing, as well, when they made a goof. Lol

This extends to planning (weekly, daily standup, quarterly, etc), project management, etc.

Then for meetings…

I’m not often disciplined in preparing for them, but I love being part of them if they’re well prepared. The best meetings I’ve been part of have consisted of:

– a clear agenda

– clear proposals (including options, considerations, and proposals)

– all supporting materials

Then, the meeting was orchestrated so all participants could digest the information, formulate questions, before launching into discussion.

Finally…

Not everyone bonds over productive, efficient conversations. For those folks, there are social gatherings.

They can literally be a separate event. (Golf, anyone?)

Or, they can be what many people call “a meeting”.

Relaxed.

Free flowing agenda.

Rabbit trails.

Verbal processing.

Joking, catching up, personal updates.

Efficient? Not immediately…

But if it serves to create team cohesion, it might be worth it.

That said…

No matter what I’m doing, I’m always looking to do it better. I’d love to hear some ideas for improvement!