Daylight savings time, warmer days and busy baseball fields are here, and when spring arrives, we usually feel another year is moving forward more quickly than a fastball! As we turn the corner to the second quarter of the year, it’s a great time to slow down a bit and think about how we can get more fresh air, brighten up our homes, and breathe some life into our one of our all-time favorite events – the business team meeting. Yes, I just said the dreaded word, meeting. 
It’s time to spring clean your meeting!
Why? Because none of us gets excited when hearing we have to attend another meeting, and most of us have heard or said it numerous times, “that meeting was a waste of my time!” Folks, if time is our most valuable asset, how can we stop spending it in unproductive meetings, and what will it take to change-up the agenda and make it worth it? If it’s time for spring cleaning, where do we start?
We start by changing our thought process to get rid of the old and start with the new. The traditional meeting that is set and run by a boss, who does most of the talking, and calls on individual employees to report their progress, does nothing to engage the team. I have run these types of meetings in my prior work and learned the hard way that the bored looks, fidgeting, and glances at the mobile phones were caused by my failure to recognize the needs of the team. I learned that I needed their help in changing everything about how we ran meetings, including thinking of them as “our meetings” vs. my meetings.
Once we are willing to think differently and engage with each other in change, it’s time to ask a ton of questions. Getting feedback is critical, so be persistent until the team is open to talking about the type of meeting wanted. If you have flexibility in date, time, location – put the question to the team and ask what works best. If you can involve everyone in setting the agenda – do it! Ask open-ended questions such as – what do we want to discuss, who do we want to hear from, what do we want to learn, who should we invite and why? Throw out old paradigms and bring in fresh ideas and perspectives from everyone on the team.
As the agenda starts coming together, someone on the team must organize it and everything else about the meeting so everyone gets the most out of the time spent. An advanced communication should be sent to all attendees to include date, start and end times, break times, location, dress code, names of attendees/guests, meeting objectives/agenda and if food or drink will be served. All of this information can be included in one final agenda document, and also available at the meeting. An organized meeting produces the best results, and everyone leaves feeling their time has been appreciated and well spent.
Spring cleaning isn’t easy, but we all know it’s worth the effort. As you consider thinking differently, engaging with each other to make changes, and organizing yourselves for more productive time spent, keep in mind two key things:
- If you are a leader, understand meetings are not all about you and engage others in helping you improve the time spent together. To have a successful meeting requires you to listen.
- If you are a participant, share your suggestions for the agenda well before the meeting and be willing to speak up during the meeting. To have a successful meeting requires you to contribute.
Finally, when you attend a meeting think about how many times you have asked a family member to put their technology aside at the dinner table or when speaking with you. We should all do the same in our meetings. Unplug and engage.
Your meetings will rock! Get to that spring cleaning friends, and we’ll see you later on the Porch.