Let’s face it, meetings can be a drag. Whether you’re crammed into a conference room or staring at a grid of faces on your screen, that precious time in your day can feel like it’s slipping away. But fear not, fellow warriors of the workday! Here’s the lowdown on making meetings efficient, effective, and almost enjoyable – for in-person, virtual, and the glorious hybrid of both.

Planning is Paramount

• Before the Battle Begins: First things first, is this meeting even necessary? Could an email or quick chat achieve the same goal? If a meeting is a go, circulate an agenda beforehand. This gives everyone a heads-up on the topics and lets them come prepared to contribute.
• Location, Location, Location: For in-person meetings, find a space that’s comfortable and distraction-free. For virtual meetings, make sure everyone has a stable internet connection and a quiet environment. Hybrid meetings? This is where things get interesting. Make sure the physical space has good audio/visual capabilities so virtual attendees feel included.
• Set an Objective: Before that calendar invite even hits inboxes, set a clear purpose for the meeting. What do you want to achieve? Circulate an agenda beforehand, outlining topics and allocating time slots. This ensures everyone arrives prepared and focused.

Embrace Technology

Virtual meetings offer flexibility, but they can also create participation gaps. Utilize features like screen sharing, whiteboards, and breakout rooms to keep everyone engaged. For hybrid meetings, consider having a central meeting point with good audio/video capabilities to ensure remote participants feel included.

Communication is Key

Effective communication is the cornerstone of any good meeting. Here are some tips:

• Be Clear and Concise: Get straight to the point. Think of your audience and tailor your communication style accordingly.
• Actively Listen: Pay attention to what others are saying, both verbally and non-verbally. Ask clarifying questions and paraphrase what you’ve heard to ensure understanding.
• Body Language Matters (Even Virtually): Maintain good posture and eye contact (or at least appear to be looking at the camera) during virtual meetings. It shows you’re engaged and interested in what others are saying.
• Encourage open discussion: Ask open ended questions and avoid interrupting.
• Summarize key points: This helps keep everyone on the same page and ensures nothing gets lost.
• Next Steps: Have a clear list of next steps or action items, when it’s due, and who is responsible.

Let’s Talk Participation Equity

Imagine a meeting where everyone feels comfortable sharing their ideas. Sounds like a dream, right? Well, it’s achievable! Here’s how:

• Psychological Safety: Make sure team members feel comfortable sharing their thoughts an opintions. This sometimes takes time, and relies on you as a leader, to build trust with your peers or team members.
• Harness the Power of the Chat: For virtual meetings, the chat function is your friend. Encourage everyone to use it to add comments, questions, or even vote on ideas.
• Go Round Robin: In both in-person and virtual settings, give everyone a chance to speak, especially quieter team members. Try going around the room or using a round-robin approach virtually.
• Respect the Mic: For both physical and virtual meetings, establish clear ground rules – one person speaks at a time. This ensures everyone is heard and reduces the chance of someone talking over others.

Taming the Talkative Ones

What should you do if one person is dominating the meeting and not giving others a chance to speak and engage?

• The Polite Interrupt: A simple “Excuse me, can I just add something?” or “That’s a great point, let’s hear what others think” or “What I hear you saying is” can work wonders.
• Leverage the Agenda: If someone goes off on a tangent, politely remind them of the agenda and suggest they bring that point up later or in a separate discussion.
• The Timekeeper Role: If you’re leading the meeting, assign someone as the timekeeper to keep discussions focused and moving forward. You can also say something like “Thank you for bringing that up, but since our time is limited, lets jump to the next item on our agenda”. Also use a “parking lot” for good ideas that are brought up but off topic for the meeting.

By following these tips, you can transform meetings from dreaded obligations into productive springboards for success, whether your team is physically together, virtually connected, or a hybrid of both. Remember, a well-run meeting respects everyone’s time and fosters a collaborative environment where everyone feels valued and heard.