Meetings often go over time because people talk too much, they say things that are not relevant and when people go off topic, other people respond to the off-topic issues. As the leader, prior to the meeting, ask yourself the following questions to stay open to possibilities:
- During this meeting, am I willing to set aside the opinions, beliefs and thoughts that may be getting in my way of seeing something clearly?
- Am I willing to be open minded and fully engaged in order to receive maximum benefit from this meeting?
- The result of the meeting is always action. Am I willing to take the most authentic action needed?
Here are some useful tips to help you finish your business meetings on time:
- Try to listen more than you talk.
- When you talk, only say things that are directly relevant to the goal of the meeting.
- Stick to the agenda. The agenda includes a designated starting time and ending time. Declare the amount of time you want the meeting to be. Meetings that include important decisions require fresh alert minds and lengthy meetings increases the chance of poorly made decisions. When someone goes off topic, redirect back to the agenda. Even if you are the only person in the meeting with enough self-discipline to stick to the above guidelines you will still have an effect on the meeting. If everyone in your meetings sticks to this advice, then you will finish your meetings on time.
- Collaboration: It’s really useful for everyone to say what he/she needs to say effectively and efficiently. If someone is having trouble saying what they need to say or taking too long to say it, have everyone stop and for two minutes write down their questions, observations or points of view, then go around the table and each team member is asked and expected to give their point of view succinctly. Conscious decisions are made by getting input from each member.
Here’s an Empowering Tip for an Empowering Meeting: consider someone else’s idea. It’s very easy to surf past someone’s contribution. Instead listen and be present to what they are saying. It might just be the solution to a problem you’re trying to fix.
If you participate in meetings that aren’t run effectively and efficiently, schedule a meeting with me. kris@mycoachingdimensions.com
