Meetings can take up a large part of one’s business hours. Making them count is your responsibility. In the hyper-connected and fast-paced business world, professionals must juggle multiple activities, including meetings. Structuring your day and meetings directly drives better outcomes and maximises your time.
Manage your diary
Planning your time effectively directly impacts business performance and personal well-being. If this is not done well, it can evolve into a cycle of frantic task switching, making it difficult to remain fully present in meetings. The quality of deliverables is compromised, and it derails daily productivity and overall business outcomes. If left unchecked, it can lead to persistent stress and constant overextension.
Tips:
- Establish a daily diary review to plan for the next day and upcoming weeks. This builds in proactive habit and the flexibility needed to accommodate last-minute and high-priority meetings.
- Implement buffers with standardised 15- or 30-minute breaks between meetings to allow for notes, breaks and arriving for the next meeting in time.
Be Prepared
Prepare for the meeting. Know what the objective of the meeting is, who is attending and what your specific role is in the meeting. You have been invited to attend; therefore, your contribution matters. Make a contribution that is well thought through and constructive.
If you are asked to prepare specific content beforehand for the meeting, ensure that you are clear on what is expected. Make an effort and enquire about the context and technical details. Is the meeting online or in person? Who are the business stakeholders attending? How does your presentation slot in? These finer details matter.
Be early
There is a saying apparently attributed to the football coach Vince Lombardi, “If you’re early, you’re on time; if you’re on time, you’re late; and if you’re late, you’re left behind.
Arriving late is unprofessional; always arrive at least 5 minutes before a meeting starts.
Arriving in time (not on time!) for a meeting signals respect, presence of mind and commitment to the business at hand.
->If the meeting starts later than the specified time, use the time organising your thoughts, attending to pressing matters or engaging constructively with colleagues.
->If it’s a recurring meeting and the tardiness is the norm, address it with the appropriate person. Be polite, address the issue, and keep it professional.
In certain instances being late is said to be a cultural dynamic – Mediterranean, Balkan and African regions. Or being late is used as a status symbol – “I’m a busy person and therefore can be late.” In business, in South Africa and globally, diverse cultures are represented. Professionalism in business is the equaliser. Business rules and principles should apply, as the objective of business is to create value for stakeholders – shareholders, investors, clients, and employees. Creating value includes using time productively and efficiently.
Tip: Set the tone – whether you lead or participate in a meeting, set the bar for ‘considerate professionalism’.
Listen and ask questions
The digital world of life and business means that people are ‘always on’. Many meetings take place with people busy on their laptops or cell phones. Attention is split or not present at all! Research indicates that multitasking is a myth and that the human brain cannot apply itself to high-focus tasks simultaneously. You delude yourself if you think you can be productive by working on a presentation while participating in a meeting. Selective listening takes place if at all, which in turn impacts the quality of participation in the meeting and ultimately the quality of decisions and outcomes. This affects value creation directly – that of the business at hand, the company and its stakeholders.
Tips to encourage attentive listening:
- Put away your laptop and cell phone. If you are chairing a meeting, request that all participants refrain from using their phones or laptops.
- Participate actively. Ask relevant questions, clarify or make observations that relate to the points being covered.
- Draw other participants in. Ask the opinion of others in the meeting. Don’t put anything on the spot. Use it as a technique to create involvement and participation.
Caution: don’t hog the meeting; don’t overdo it.
If you are attentive, you will listen and engage meaningfully.
End with clarity
Meetings are not gatherings to talk without ensuring meaningful outcomes.
The objective of meetings is to make decisions that drive actions.
- Meetings should include clear objectives, a timed agenda, decision makers, pre-read materials, documented action items and next steps.
- Meetings should not be a substitution for doing the work, reciting status updates, dealing with trivialities, and ending without action items.
When meetings are run on a professional basis, meetings will be productive and create value for stakeholders.
Tip: Always remember why a business exists; this grounds the daily activities and keeps meetings focused.