As I'm writing this piece, it's a weekend and we usually don't report to work. Unless there's a special program we need to man or a meeting we need to set up, just like today.
I've been to countless meetings and planning as part of my current work duties. I've been to engaging meetings and even boring ones. My years of observations have led me to these tips on how to maximize participation and output during meetings.
Stick to five (or fewer) specific agenda items
Inasmuch as we would like to address every issue in just one go, we could only do as much. Don't overload your meetings with too many topics or you will bore your participants and exhaust yourself. Stick to five or fewer specific items to make the meeting more bearable. If you find that it needs more than five agenda, break the discussion into two meetings if possible.
Hold creative meetings outdoors
Sometimes, a change in environment helps in unleashing creativity and participation. From time to time, bring out the meetings from the conference room to a restaurant, a hotel, or a resort with a refreshing ambiance. This trick also leads the participants to look forward to the meeting.
Reserve personal questions some other time
Ask yourself if the answer to your question will be helpful to everyone in the group or just you. You don't want to waste the precious time of everyone in the group especially if it will concern only you. People will get annoyed and they might think negatively of you. Reserve that after the meeting or some other time.
Don't go beyond your agenda
Once you've created a meeting agenda and sent it out to attendees, be prepared to stick to that agenda, and only that agenda when the meeting actually begins. Also, make sure everyone else attending the meeting knows that's the plan as well. When other topics are raised especially when it is not in any way related to your topics at hand, take note of it and deal with it some other time. Also, choose in advance which items you're willing to ditch from your agenda if time starts running out.
Welcome different opinions
Sometimes we think that oppositions and different opinions drag the conversation down but actually, it makes the meeting more lively and balanced discussion. Also, knowing that person's thoughts and ideas will help you collaborate with him or her better in the future. Don't be afraid to invite people with a different opinion than you.
Encourage other participants to talk
Don't forget to check in with folks who haven't said much - or anything - in the meeting. This will make them feel valued. Also, some people are naturally quiet and don't engage much in discussions, but it doesn't mean that they have nothing to share. Encourage their participation. You'll never know that the next big idea will come from the timidest person in the room. To help you out, require everyone to keep their phones and laptops tucked away early in the meeting.
Be clear about your meeting goals and why you need a specific attendee there
Some people drag their feet on the meeting because they think they are just listening to endless babbles that don't concern them. If you're the meeting facilitator, let them know in advance your goals and why you need them to be there. Give them assignments, let them report. Let them own their valued spot in the meeting. When you empower them of their roles, they will be more than willing to share what's on their mind.
Make sure all meeting attendees have a reason to show up on time
Teach your members the value of respect by arriving early or on time during meetings. Let them know in advance how the meeting will benefit them and where do they fit in. If they own the responsibility, it will be easy for them to work things out. Also, don't forget to reward those who show up early. They are helping you set things straight by respecting your schedule and they deserve some recognition and treat for that. It will also encourage others to follow suit.
Bonus: Cancel a meeting if you aren't prepared
Don't pursue the meeting if you are not prepared. Attending your meeting means sacrificing their other tasks and schedule. When you are not prepared, you are implying that their schedules don't even matter in the first place.
Final thoughts
Scheduling and holding a meeting is not as easy as it seems. Since it involves people, facilitators need to consider a lot of things. But when we tap on the potential and participation of the people in our organization, the quality output will follow.
Read my other BCH-related blogs:
Bitcoin Cash Changed not only my Routine but also my Perspective
Installing BCH Payment Channel on my Blog (and eStore) A Success!
Hi, I am Marts! I am a writer, and aside from my stint here in read.cash, I also have my own blog - martsvalenzuela.com. I appreciate it if you pay me a visit! I plan on growing my readership as I learn to improve my craft and journey towards my passion to write and publish books that add value to people.
Let's rock!
I like that you said to invite different opinions. I think this helps to avoid echo chambers. It makes for a more interesting experience. :)