How to lead meetings employees want to attend

While working on a consulting project, I observed a leadership meeting that turned my stomach into knots. People were coming and going, engaging in side conversations, doing unrelated work and taking verbal jabs at each other. The meeting was totally unproductive, ineffective and caused more problems than it solved.

What went wrong? Was everyone a bad hire? Selfish? Boorish? Unprofessional? Of course not. The leader simply wasn’t taking leadership of his team or the meeting.

I also used to attend an advisory council. Meetings started on time, people were civil and refreshments were served. Regrettably, the leader talked at us for two hours each and every meeting. A colleague once whispered, “When is the advisory part?” While far more polite, the meetings were equally ineffective and frustrating.

It is estimated that the average professional squanders the equivalent of four work days every month in ineffective meetings. That’s 48 wasted work days annually per professional. Additionally, half of all meeting time is frittered away. Wasted time is wasted productivity. Wasted productivity is wasted profitability.

Are your meetings effective? Do they enhance your bottom line? Are attendees engaged? Solutions generated? Do people leave with a clear plan of action? If so, take a bow. You have a priceless skillset. If not, don’t despair. You, too, can be a rock star.
 

1. Distribute a tight, achievable agenda and pertinent information (pros and cons, applicable research, reports, etc.) at least three days in advance. Doing so empowers planners and introverts to prepare and contribute.
 

2. Own your meeting. Project confidence and wait until you have everyone’s attention before you begin. Otherwise, you cue people that it’s OK to be inattentive.
 

3. Set the tone. Meetings that start with, “I know you are busy, so I’m going to keep us on task and moving,” are much more productive than those that don’t.
 

4. Halt side conversations. Shut down side conversations with, “I ask that when someone is speaking, we give them our full attention.” Then, as needed, interrupt with, “I want everyone to hear what is being said. Sam will you please repeat what you were saying?”
 

5. Stay on task. Keep your meetings moving and focused with comments such as, “As fascinating as xyz is, let’s get back on task.” “We’ve digressed. Back to the business at hand…” “We’ll be addressing that later, thanks for bringing it up.” “I’d be happy to talk with anyone interested in xyz after the meeting.” “As that deals directly with xyz, let’s put it at the end of the meeting and free up everyone who isn’t involved.”
 

6. Cut off dominators. When someone drones on, repeats themselves, lectures or becomes aggressive, cut them off with comments such as, “I’m sorry to interrupt, but in the interest of time, I’m going to cut you off so others can share as well.” “In two sentences, what would you like us to remember?” “What action would you like us to take?” Redirect the focus away from them with comments such as, “I see several of you nodding.” “You look like you have something to say, Pete.”
 

7. Draw out introverts. Introverts rarely push their way into conversations. Harness their insights with comments like “Let’s hear from the rest of you.” “Shirley, you’re very involved, what are your thoughts?” “Ron, Nancy or Ryan, what do you all think is the best course of action?” Let them pass and reinforce their contributions, and you’ll tap into wisdom that is otherwise inadvertently wasted.

Sherene in an international speaker, coach and consultant who works with individuals and organizations who want to improve their communication and human relations skills so they can be more profitable and effective on a daily basis. sherene@sherenemchenry.com