Making Business Meetings Productive

Business meetings are often limited to 1 to 2 hours. They need to be tightly controlled to avoid overrunning and to make sure that you make effective use of everyone attending.

Contrary to some popular belief, meetings can be useful if run effectively.  Many organisations use meetings well to:

  • Have a dialogue to reach a decision of importance the organisation/project/team
  • Identify key themes for a future strategy or plan
  • Share challenges and explore options to address these

Last night was a significant achievement for the club. We made key decisions about important issues and were finished by 9.30. There were smiles and people are now looking forward to future meetings. Thanks for helping us to change the way we do things – Paul Luxton

To create a useful meeting a few simple steps can help you along the pathway to productivity.

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Clarify the Purpose

What is the meeting for? Too many meetings exist because historically they have always done so. In the days before electronic communication meetings were an effective way of getting a message out to everyone at one time but to just use a meeting as a one way information giving forum is a total waste of time. Using email, social media and discussion boards will achieve this end more effectively.

Once you are clear on the purpose of the meeting you can decide who needs to be involved and then get down to the business of setting the agenda about what needs to be discussed. Check out ABC of meetings

Manage the Agenda

Your agenda for your meeting is an essential planning tool. It should set out why each item is being discussed, what outcome you need from the meeting (eg a decision, a commitment for action) and should give an allocation of time based which is agreed with the item presenter.

We intervened with a community sports group who had a regular business meeting which started at 7.45 and often did not finish until 10.45. The team recognised that they had a problem and that “the kind of meetings we have now are neither enjoyable, productive or sustainable”.

We worked with the chair and secretary to analyse the last three meetings and to review the purpose of their face to face meetings. We used this to create a list of guidelines to club members setting out the criteria for bringing items to the committee and some other options that could be used to disseminate information.

The result was that the following committee meeting had a limited agenda and was over in 1.5 hours leaving the committee time to talk to each other and socialise, sharing their love of their sport.

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Reviewing agendas

Making Decisions

Most items discussed at a meeting will result in a decision. Be clear about whether that decision needs to be made by a majority vote or by reaching consensus. If aiming for consensus you need to provide more time to allow clarification of concerns to be raised and have a clear process to follow

A major engineering project was starting to fall behind schedule due to communication issues and conflict between the three project teams. We facilitated a process so the teams could outline their expectations of each other’s behaviour. It was important that everyone was involved in the decision about behavioural expectations so we used the colour consensus cards so people could flag green for agreement, red for disagreement and yellow for some concerns.

Items were only accepted if we could reach a mainly green/yellow consensus. If there were any red cards showing after the consensus discussion the item had to be put to one side.  Although this is not a quick process it does make sure that only items that have full commitment are agreed to.

Other methods to make decisions are to take a vote of members and make the decision based on the majority viewpoint.  In smaller groups it is better to ask each attendee to state their position by going round in turn. This can help the views of the minority be heard and also makes it harder to make a decision because the chair assumes everyone is in agreement.

We worked with a community gardening project who had reached stalemate on a decision, they just could not reach consensus. We guided a structured process to explore both the advantages and disadvantages of the two options and then did a final round to hear what everyone’s preference was for. It was clear that the majority preferred one option and it was helpful for this to be heard so that although consensus could not be reached the two members who opposed the option were able to accept that this was the overall preference for the whole group and they stepped back from their opposition.

“I know we did not reach a consensus and we are losing two people but this has happened in a moving forward and respectful manner” Roxanna Summers, Back to Front

Allocate Actions

A meeting with no action is pointless. You also want to avoid the actions all being allocated for one person (often the chair!) Two tips which often help are:

  • Prepare a wall chart with everyone’s name on it and then space for actions to be recorded against their name, this avoids some leaving the meeting with lots of actions and some with none. It makes it very visual and can help to prompt the chair to remind people to commit to a specific action.
  • The chair of the meeting can respond proactively to comments made during the meeting to convert these into action – “thanks for that x, can you follow that up with x and email out the outcome, we will record that in the action plan”

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Minutes

The minutes can be drafted in advance based on the purpose of each item so they use the agenda to shape an introduction to each item and the purpose of the discussion and then record the actions to be taken.

It is useful to summarise the planned actions in an action plan as well so that there is an easy document to track progress before the next meeting.

Part of the planning for the next meeting will involve the chair or secretary reviewing the agreed actions and checking on progress so this can be minuted in advance of the meeting and a very short verbal overview given.

Review what went well and how to improve

At the end of the meeting set aside 5-10 minutes to share what worked well and to give constructive tips for the next meeting. Read our blog on Agile Team Working – making time to talk

VLUU L200  / Samsung L200

If you would like one of our facilitators to talk to you about how to make your meetings more focused, engaging, productive and shorter then give us a call.

 

Productivity is about People

This morning I attended an event organised by Clarion Law Firm in Leeds about the Economic Outlook. A range of graphs showed an encouraging upwards trend both nationally and locally, in the Leeds area.

One theme which really stood out was that weak productivity growth in the UK is becoming a growing concern amongst economists. The amount of work done by each worker is on a downwards trend and is not keeping pace with the overall growth in the economy.  Organisations are currently coping with extra demand by taking on additional workers. This has been helped by the large number of people seeking work post recession. The fear is that without increased productivity the only way that organisations will be able to respond to further predicted increases in demand is by increasing prices, causing inflationary pressure.

Reading the Bank of England paper “the Productivity Puzzle” about this trend and discussing it with my colleagues one of the main insights was about structural reasons for the lower levels and solutions which included revisiting the way we measure productivity.

Another line of thought is about increasing investment levels in plant and research and development which is outlined in John Mills interesting article  Investment in Plant 

One area that seemed to be missing from the analysis was how organisations can practically respond to these lower than expected levels of productivity. We are facilitators not economist so we offer four pragmatic ideas based on projects we have been involved in when we have seen a clear improvement on productivity.

ONE: Ask your employees!

One of the things that happened during the recent recession is that we were all so busy surviving that we just kept going round our hamster wheels and never took the time to get off and check our progress. Taking time to review processes, procedures and ways of working has been consistently shown to make an impact on how effectively we work. This is often labelled “systems thinking” and it implies looking systemically at how the whole organisation works. An important (and sometimes neglected) part of the philosophy is the belief that the people undertaking the work are in the best position to improve the system.

TWO: Identify Non Value Activities

When we get busy we often fail to pay sufficient attention to what value we are adding to the business by each action. Focusing on activities which do not add much to the business can quickly identify opportunities for more effective use of resources. This can be something that employees can very quickly identify. We were facilitating one team who realised that the requirement for remote tutors to fax a class register was a time waster when they all had smart phones and could simply photograph and email the register over to the central team. Many small changes add up to big impact over time, people working in the appropriate and encouraging culture can make a huge and beneficial improvement to the overall effectiveness and productivity.

THREE: Engage People

IMG_1911It struck us as curious how any mention of engagement is missing from the Bank of England study which seems to be much focused on structural economic issues. The research by Gallup on employee engagement has consistently identified a link between employee engagement and productivity levels.  From our work in organisations we find that higher levels of engagement happen when employees are asked for their opinions and are consulted on decisions. Running focus groups and large scale events such as Café Exchanges can really help to provide a forum for all levels of employees to sit together, to share ideas and opinions and as a consequence to feel valued by the business.

FOUR: Discuss Productivity as a Measure

Round TAbleProductivity is a national indicator of success but this does not mean that every organisation has to focus on this as a meaningful measure. There is a whole argument that explores whether productivity actually matters. This could be a very useful discussion for the Boards of Organisations to have or for Regional Leaders to discuss using a Round Table format 

Taking this Forward

It seems that productivity is an important component of wealth creation. Investing in the people that work in the business through engaging their innovation and creative energies may be one of the most immediate and effective ways that managers can make an impact on productivity.

Is it time to talk about this as an issue? To step away from the hamster wheel in your business and work out what you want to do about productivity levels? Why not start with a senior level discussion about the impact of productivity on your potential for growth and then from there agree a plan to identify and respond to barriers which are making employees less productive than they feel they could be. We know from British Cycling how marginal gains can make an impact on overall performance, small steps to better productivity will start to show on the bottom line.

Give us a call or drop us an email to start the conversation about how the Productivity Project can begin!