Before the Meeting
- Determine if a meeting is truly necessary. Not all communication requires a meeting. Consider if an email, instant message, or a quick phone call would be more efficient for sharing information. Meetings are most effective for making decisions, brainstorming, or addressing complex issues that require real-time discussion.
- Define the purpose and desired outcomes. Every meeting should have a clear, single purpose. Before you send an invite, ask yourself: "What do we need to accomplish by the end of this meeting?" The answer will guide your agenda and help you invite the right people.
- Create and distribute a detailed agenda. A well-structured agenda is the backbone of a productive meeting. It should include:
- The meeting's clear goal and purpose.
- A list of discussion topics.
- Time allocations for each topic to keep the meeting on track.
- The name of the person responsible for leading each discussion item.
- Any pre-reading materials or preparation required from attendees.
- Invite only the essential participants. A large meeting can be counterproductive. Only invite people who are directly responsible for or impacted by the meeting's outcome. If someone just needs to be informed, consider sending them the meeting notes afterward instead of having them attend.
Choose the right time and length. Be mindful of your team's schedules and energy levels. Avoid scheduling meetings during lunch or late in the afternoon on Fridays. Consider "truncated" meeting times (e.g., 25-minute or 50-minute meetings) to provide a built-in break between sessions.
