Reg Gupton:Top 10 Tips to Make Your Staff Meetings More Effective and Fun

Hi there,

During a coaching call the other day, I suggested that the client (a newer REALTOR) attend the weekly Sales Meetings. He told me that in his opinion all meetings were a waste of time. I mentioned that the value of a meeting was dependent on at least two things: first, your attitude, and second some of the tips below. Use some of the thoughts below and you can hold more effective meetings that will meet your business objectives as well as energize and strengthen your team. If you are not in charge of the meetings in your organization, forward this list to the person who is. Ask them to consider their implementation.

Use the top ten below to make your meetings more effective for everyone, while still having fun.

1. Define the purpose of your meeting in advance.
Think about why you are holding the meeting. A clear, specific definition of purpose will lead you to a more productive meeting. Make sure that all participants understand and buy-in to the purpose of the meeting.

2. Publish a clear agenda.
Once you have defined your purpose, you can create an agenda to achieve it. List the subjects that need to be covered each with an estimated time allocation. If possible let people know the desired outcome. Indicate whether the agenda item is for information only or a decision will be reached. Let people know before the meeting.

Distribute the meeting agenda at least the day prior to the meeting, together with any background information that people need to read. When serving on the Board of Directors for my local Board of REALTORS, the sitting President and the Executive Officer both let us know that we were expected to review the material prior to the meeting. Opening the Director's packet on the way in the door was unacceptable.

3. Set the tone.
It is your meeting so set the tone and model behaviors you want. Are you relaxed or formal, light hearted or serious? As the leader you need to show each participant that they are being listened to and respected.

4. Start and end your meetings on time.
Want to have your meetings fall apart before they begin? Be tardy. Keep good time keeping habits by starting on time, and most importantly ending on time.

It is ok to begin your meetings before all the participants are present. Be sure that you don't acknowledge verbally those that enter late. This just rewards them for their bad behavior. Just continue with the topic being discussed. It is critical that you begin and end on time as it is a sign of respect to all participants of the meeting.

5. Have fun.
Encourage appropriate and fun communication. Laughter and lighthearted communication will energize the group no matter the seriousness of the topic.

6. Balance control and flexibility.
Stick to the agenda and time lines while being willing to explore new ideas and creative approaches to solving the problems on the agenda. You might suggest that an off-topic conversation be delayed until the new business section of the agenda.

Remember, your role is to keep the meeting on track, moving towards achieving its purpose and agenda.

7. Plan for creative, unconstrained solutions.
In planning the meeting agenda allow time for creativity and spontaneity. Use brainstorming to develop non-traditional solutions to the problem before choosing the one to pursue.

Recall that during brainstorming, creation comes before choosing.

8. Review and list actions to be completed.
After the meeting have someone write up the actions to be completed
(and decisions made) including the responsible individual(s), resources needed, and due dates.

9. Schedule follow-up meetings.
Very often issues will come up that would be better addressed at another meeting. You can count on this happening in most meetings.

Use your facilitation skills when you see this happening. As topics are brought up that are outside the scope of the current meeting, close the topic. Set up a later meeting, securing agreement on who will chair, when it will be held and what topic(s) will be covered.

10. Check on your progress.
At the close of each meeting check with participants to determine if the meeting achieved its purpose. If not, ask what could have been done differently. Then next time try the new approach. If progress is less than desired, consider a professional coach/facilitator to assist.

To your continued success,

Reg Gupton