Productive meetings rarely happen by accident. The quality of the conversation, decisions and outcomes often depends on the preparation completed before anyone enters the room. Read more...
Meetings are a necessary part of business, but they are not always a productive one. Too often, people arrive without knowing exactly why they are there, what they need to contribute or what should have been achieved by the time the meeting ends.
The difference between a meeting that creates momentum and one that wastes everyone’s time is usually preparation.
Start With a Clear Purpose
Before scheduling a meeting, decide what it needs to accomplish. Is the purpose to share information, generate ideas, solve a problem or make a decision?
A meeting without a defined outcome can easily become an unfocused discussion. If the purpose is simply to provide an update, an email or shared document may be more appropriate.
A useful starting question is: What needs to be different after this meeting?
The answer provides the foundation for the agenda, identifies who needs to attend and helps everyone understand what is expected of them.
Invite the Right People
More attendees do not necessarily produce a better result. Inviting too many people can make the conversation harder to manage and leave participants wondering why they are there.
Each person should have a clear role. They may have information the group needs, the authority to make a decision or responsibility for carrying out the next steps.
People who only need to know the outcome can receive a summary afterwards rather than attending the entire meeting.
Prepare the Participants
An agenda is most useful when it helps people prepare, rather than simply listing broad topics.
Send relevant information in advance and explain what participants should consider before the meeting. If a decision is required, identify the decision and provide the background needed to discuss it intelligently.
This allows people to arrive ready to contribute instead of spending the first half of the meeting trying to understand the issue.
Anticipate the Conversation
Good preparation also involves considering how the discussion may unfold. What questions are likely to arise? Where could disagreement occur? Is any important information missing?
Thinking about these possibilities does not mean trying to control every moment. It means being ready to keep the conversation constructive when it moves in an unexpected direction.
The person leading the meeting should also consider how much time each topic deserves and which items must be prioritised if time becomes limited.
Finish With Clarity
A meeting should end with a shared understanding of what was decided and what happens next.
Before everyone leaves, confirm:
The decisions that were made
The actions that need to be completed
Who is responsible for each action
The relevant deadlines
When progress will be reviewed
A short written summary can prevent misunderstandings and ensure that good discussion leads to meaningful action.
The Takeaway
The most effective meetings begin before the meeting itself. A clear purpose, carefully selected participants, useful background information and a focused agenda give everyone the best chance of using the time well.
Preparation may require more effort at the beginning, but it usually results in shorter meetings, better decisions and far less time spent correcting misunderstandings afterwards.
This article is an independently written summary of ideas presented in “The Secret to a Good Meeting? Preparation” by Jenny Fernandez, Kathryn Landis and Julie Lee, published by Harvard Business Review on 26 June 2023. Read the original HBR article for the authors’ complete analysis and recommendations.
