No one likes meetings. Especially not long, dragged out meetings that are obviously disorganized. We're willing to bet that, as a legal professional, you spend a lot of your time in meetings! Whether they be internal, with clients, or with opposing counsel, meetings are a vital part of keeping involved parties on the same page, but they also have the potential to waste valuable time.
Have you ever had a meeting with a client that showed up completely unprepared, resulting in wasted time and zero tangible outcomes? We've all been there and it's frustrating. It's even more frustrating when you practice law considering that your time is your money, which means that it's extra important that your meetings achieve their maximum potential.
With that in mind, here are our top 5 tried-and-true tips for super effective meetings:
So you've decided that you need to have a meeting with your team, you know who needs to be involved and you know what you need to talk about. The big question is, do you know what you need to accomplish?
Setting a clear objective for your meetings is helpful for several reasons. First, it allows you to determine whether or not a meeting is actually necessary. If your end goal is something that can be answered with a 2-minute conversation with a specific person, it's probably not necessary to call the whole department together for an hour-long chat. Second, it allows you to more easily backwards plan and allocate your time accordingly. For example, if you know that, by the end of the meeting you'll need to have produced a theme for the firm's annual banquet, you might be able to skip the conversation about logistical details in order to dive right into theme selection. Finally, laying out an objective from the get-go will allow everyone involved to know what value they should be aiming to contribute to the meeting. Give your objective a nice chunk of real estate on both your agenda and meeting invitation.
In short, no confusion = less tangential conversations = shorter meetings and more tangible decision-making.
It doesn't matter if only one person shows up on time, it doesn't matter if Bill stepped away to take a call, and it doesn't matter if you can't get the projector working, it is imperative to avoid starting or ending your meeting late at all costs. I repeat: do not start or end your meetings late.
There will always be someone who shows up late and there will always be something that will go wrong but, as they say in showbiz, the show must go on. The best way to encourage your attendees to be respectful of your time is by showing that you'll be respectful of theirs. This means not ending late and by proving that, when you say something is going to start at 9:00AM on the dot, you mean 9:00AM on the dot.
By starting on time and sticking to your outlined agenda, you're a whole lot less likely to be confronted by the constant distractions of those who want to derail the conversation.
Half the battle of hosting an effective meeting is creating the right environment for productivity. From banning technology, to standing the entire time, to only scheduling half the amount of time that you had initially intended to meet, there are many options to choose from. That said, no matter your firm culture and the desired outcome of your meeting, there's a meeting format that will work for you!
Take the time to carefully consider your meeting objective and audience as you attempt to create the perfect environment for achieving the goals you've set. Does the meeting need to disseminate information or does it need to produce tangible results? Is there a specific location that will be particularly conducive to your meeting goals? Is your team usually talkative? Sleepy? Bored? All of these factors are important to consider when setting your meeting time, location, and format.
Part of the reason that meetings tend to get so off topic is that every team has at least one member who is just really, really good at sidetracking the conversation. Whether it be cracking a joke or adding unnecessary information, they always have something to add that isn't totally relevant. In these situations (and in the interest of time) it's more than acceptable to take control of the conversation by redirecting it back to your agenda.
On the flip side, just as often as you'll notice someone talking too much, you'll be sure to find someone who's speaking too little. In the event of recurring meetings with the same group of people, don't be afraid to employ new tactics that encourage everyone to share their thoughts and ideas equally -- you never know when something brilliant will come from someone who typically slips through your meetings unheard.
The final step to having an ultra-productive meeting? Having a solid plan in place for following up afterwards. Depending on the nature of your meeting, it might not be necessary to follow up after your discussion, but it never hurts! Whether you're sharing your copy of the meeting notes, emailing a quick snapshot of actionable items and deadlines, or just thanking your team for their productivity, a painless follow up can make all the difference in keeping your team engaged once you leave the conference room.
And there you have it: no matter what you need to accomplish, no matter how big (or small) your firm is, great meetings are a must when it comes to being part of a healthy, thriving team.
Do you have any great tips for hosting effective and productive meetings? We'd love to hear all about 'em in the comments below!