How to run an effective meeting (Without rushing everyone)

Have you heard about this not-so-new trend promoting ‘‘the shorter, the better’’ for every project meeting?

It seems that to make a meeting efficient, it has to be short and quick…

The idea that people spend more time attending meetings than actually getting work done is probably true - thanks to poorly managed meetings - but the reaction to this situation just scares me, and that is why we need to talk about it before you try to apply it to your projects.

First, there is a tendency for people who run meetings longer than 15 minutes to be classified as ineffective managers, unable to communicate clearly, and eating up everyone's precious time. People have gotten into the habit of saying, "An email would have done a better job instead’’.

To avoid this classification, many project managers have started 15-minute meetings where someone rushes to explain the week ahead, only to have the other person quickly follow up with the same formula.

Why have a meeting if it's so devoid of meaning or depth? It's 15 minutes wasted for everyone.

If you want to talk about a list of everyone's activities without allowing exchanges, questions or advice, well... Just send this e-mail!

You will get exactly the same so-so result, without the hassle of meeting or talking to each other.

Trying to keep his head above water before drowning is the image that comes to mind when I think of this way of doing things.

Beyond this trend, there are significant losses of time and money.

You risk spending the rest of the week asking questions and communicating the answers to the rest of the team when a proper meeting and a little organization could have avoided this.

Nobody wants to be categorized as ‘‘the one who holds shorts, but not-so-clear-meetings’’.

So let’s get back to common sense and the basics of a well-planned meeting.

And that's perfectly normal.

A project brings its own set of complications that need to be discussed if concerted action is to be achieved.

Let's face it, there aren't too many meetings, just poorly planned ones.

To paraphrase the expression ''I can't afford to buy cheap'' (meaning that buying a more expensive but higher quality item greatly reduces the chances of having to buy it a second time if it is of lesser quality), when it comes to conducting an effective meeting that gives all team members the pulse of the project, ''I can't afford to make it short.''

Otherwise, another meeting will be necessary to clear up the misunderstandings created by the first one.

Good practice dictates that a competent project manager should hold regular meetings with his or her team to provide updates and discuss issues and strategies.

The ways to optimize a meeting are well known, and it's up to us project managers to use them:

1. An agenda with clearly identified discussion points and objectives;

2. A meeting duration that is known to all;

3. Speaking time controlled by the organizer;

4. A varia section;

5. A recap of decisions and next steps.

It's important that everyone comes to the meeting prepared and respectful of the time of their colleagues.

If someone has a topic that requires more time than is available, you need to explain to everyone that this topic will be discussed in the varia section at the end of the meeting, along with all the other topics that require more time and need to be discussed in the current meeting - but you are the judge of that.

Taking the time to hold an organized meeting with your team will enable everyone to get back to work with a clear idea of the week ahead. This will benefit both your credibility and your organization.