A productive working meeting typically consists of three to ten participants. This size allows the group to collaborate effectively, tackle issues, reach conclusions, and accomplish tasks.
Types of Meetings
Meetings serve various purposes, and each type is valued differently. Common types include:
- Information Meetings
- Problem-Solving Meetings
- Brainstorming Meetings
As a general guideline, each meeting should focus on only one of these purposes. Scheduling separate meetings for different objectives is advisable. While each meeting can be brief, the approach required for each type varies significantly. Typically, information meetings are the shortest, while problem-solving meetings tend to be longer.
Regardless of the meeting type, having clear objectives established beforehand is essential. Without defined objectives, the meeting may lack productivity. It is the leader’s responsibility to outline specific goals for what the meeting will achieve, rather than simply setting an agenda without a clear purpose.
Donald Kirkpatrick effectively describes these meeting types in his book How to Conduct Productive Meetings.
Information Meetings
If your goal is to gather your team to convey important updates or changes, an information meeting is appropriate. The objective may focus on a single topic, allowing for a short meeting, or it may encompass multiple updates.
Examples of objectives for an information meeting might include:
- Team members will understand the new Health and Safety Policy.
- Participants will be informed about the ABC Project.
- Team members will learn about changes to our Health and Dental Benefits, including the reasons for these changes and the new terms.
Notice that these objectives are framed in terms of the participants’ benefits rather than the leader’s intentions, making them more relevant and engaging for attendees.
Problem-Solving Meetings
In a problem-solving meeting, clear objectives help participants prepare in advance. If they are unfamiliar with problem-solving models, provide an overview at the start. Clearly state the objectives:
- How can we increase website conversions from 3% to 7% by December 1?
- How can we reduce call center costs by 10% by July 1 without staff reductions?
- How can we source materials locally by September 1 without raising overhead costs?
These questions clearly define the problem for participants, allowing for a more productive meeting where attendees can gather useful information beforehand. Clearly articulated objectives increase the likelihood of achieving desired outcomes.
Brainstorming Meetings
Gathering a diverse group for a brainstorming session can yield valuable insights. Participants may be team members or cross-functional representatives who bring different perspectives.
For effective brainstorming, schedule the meeting during a time when participants are likely to be energized and creative. This may vary; for some teams, mornings work best, while others might find mid-afternoon more conducive.
Objectives for a brainstorming meeting could include:
- What strategies can we implement to outpace our competition?
- How can we attract a wider customer base?
- What methods can we employ to reduce employee turnover?
Summary
Objectives should be established prior to any meeting and must be clear to the leader before they can be communicated effectively to participants. All objectives should focus on what needs to be accomplished.
Other Options
Meetings are not the only means of sharing information or brainstorming. Organizations with frequent meetings may find that employees grow weary of them, feeling they hinder productivity. When planning a meeting, consider whether certain issues could be addressed without convening everyone.
Assess whether there would be negative consequences to forgoing a traditional meeting. If the answer is that no significant outcomes will result, reconsider whether the meeting is necessary.
