As a Project Manager, one thing is certain: you spend a significant amount of time in meetings. This makes it essential to find ways to improve their effectiveness. Consider strategies to reduce wasted meeting time, allowing you to spend less time in meetings while gaining more value from them. After all, time is an investment; the goal is to ensure that investment yields valuable results rather than unproductive distractions. Here are some simple tips that can lead to substantial improvements:
Follow Up After Meetings: If a meeting is valuable enough to attend, it’s equally important to follow up afterward. Set aside time soon after to review your notes, address action items, and reflect on what you learned. Just as you prepare for a meeting, make sure to take time for post-meeting reflection as well.
Adjust Meeting Durations: Schedule meetings for 25, 50, or 80 minutes instead of the typical 30, 60, or 90. This slight reduction can enhance focus and ensure you finish on time, allowing for a smoother transition to your next meeting.
Start with Key Concerns: At the beginning of the meeting, check if anyone has urgent matters they need to address before diving into the agenda. This approach prevents distractions and allows you to decide how to proceed.
Focus on Content and Mood: Meetings involve both the information shared and the emotional atmosphere. Pay as much attention to the behaviors and feelings of participants as you do to the content. This will help you grasp both what is said and what remains unsaid.
Encourage Deeper Conversations: While some meetings may reach consensus quickly, it’s worth questioning whether this means everyone is avoiding uncomfortable discussions. Sometimes, holding out for a more thorough conversation can reveal important truths.
References
Credits for this video go to Mike Clayton and onlinepmcourses.com
