How do you keep meetings focused?

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MEETINGS can quickly spiral into UNPRODUCTIVE tangents, leaving attendees frustrated and feeling like their time has been wasted. In today’s fast-paced world, effective meetings are crucial for productivity and success.

To ensure meetings remain focused and achieve their goals, it’s essential to implement strategies that keep everyone on track.

A recent LinkedIn poll revealed that the most effective way to keep meetings focused is through clear agendas and time limits. 58% of respondents agreed with this approach. Open-ended discussions were also mentioned by 33% of participants, highlighting the importance of structured yet flexible meetings.

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In this article I have injected KEY focuses for a meeting moderator by highlighting them in this color scheme, dont skip these valuable views on how meeting moderators work!

1. Setting a Clear Agenda

ALWAYS remember that a well-defined agenda is the cornerstone of a FOCUSED meeting. It provides a roadmap for the discussion, ensuring that everyone knows what is expected of them, what topics will be covered, and your WHY for having the meeting.

Key elements of a clear agenda:

✅ Clearly state the purpose of the meeting.

✅ Assign specific timeframes for each agenda item.

✅ Identify tasks that need to be completed following the meeting.

For example, if you’re in a marketing team and are planning a new product launch. The team leader MUST create a detailed agenda with specific time allocations for each topic, including market research, target audience identification, messaging development, and launch timeline. This ensures that everyone is AWARE of the objectives and expectations for the meeting.

This list needs to be provided to the meeting moderator PRIOR to the meeting so the moderator can ensure a clear flow of the meeting and follow up on future meetings to ensure the closure of the topics.

2. Time Management

Effective time management is essential for keeping meetings on track. By setting and adhering to time limits, you can prevent discussions from going off on tangents and ensure that all agenda items are covered.

Tips for time management

✅ A visible timer can help keep everyone aware of the time.

✅ AVOID discussing topics that are not on the agenda.

✅ Periodically summarize the discussion to ensure everyone is on the same page.

Imagine this, during a weekly project status update meeting, the team leader uses a visible timer to keep track of the allotted time for each team member’s report. If a discussion starts to veer off-topic, the leader gently brings the conversation back to the agenda and reminds everyone of the time constraints.

A meeting moderator needs to be given the power to interject when people digress or ramble. This is a very important responsibility. To many times people ramble or get off topic, even argue, during meetings. A moderate must be allowed and have the strength and communication skills to CUT THIS OFF and stay on time!

3. Active Participation

Encouraging active participation from all attendees can help keep the meeting focused and productive. In addition, when everyone feels engaged and valued, they are more likely to contribute meaningfully to the discussion.

Strategies for active participation

✅ Encourage thoughtful responses.

✅ Warm up the group and create a comfortable atmosphere.

✅ Ask attendees for their input and opinions.

For example, a sales team is discussing strategies for increasing customer retention. The team leader uses icebreaker questions to encourage participants to share their personal experiences and perspectives. This helps create a relaxed and engaging atmosphere where everyone feels comfortable contributing their ideas.

A meeting moderator must be able to call on people who have responsibilities pertaining to tasks and ensure everyone gets a chance to speak and add value. The meeting moderator must be trained to view tasks in different departments in the big picture and know the end goal to ensure this goes smoothly.

4. Managing Distractions

Distractions can DERAIL a meeting and make it difficult to stay focused. It’s important to create a conducive environment and minimize distractions.

Tips for managing distractions:

✅ Find a space where there are minimal interruptions.

✅ Ask attendees to silence their phones and laptops.

✅ If a distraction arises, deal with it quickly and efficiently.

An example is a remote team conducting a virtual meeting. The team leader asks everyone to turn off their cameras and microphones when they are not speaking to minimize distractions. Additionally, the leader creates a quiet workspace and ensures that there are no interruptions during the meeting.

This is where a meeting moderator can set the tone and seriousness of meetings. With a meeting moderator in control (NOT AI) gone are the days of people falling asleep, being lost, feeling not heard, not having their cameras on, being unprepared, and thinking they can float their way through tasks assigned in previous meetings. A trained, ready meeting moderator WILL change the trajectory and productivity of your meetings and company goals!

Tips for Keeping Meetings Focused

Based on our LinkedIn poll, 8% of respondents requested specific tips for keeping meetings focused. Here are some ADDITIONAL strategies!!!

Start on time

Begin meetings promptly to set a positive tone and avoid wasting time.

Use technology effectively

Leverage tools like video conferencing and online collaboration platforms to enhance communication and engagement.

Follow up

Send meeting minutes or action items to summarize key decisions and next steps.

Conclusion

By implementing these strategies, you can significantly improve the focus and productivity of your meetings. Remember, a well-planned and well-executed meeting is a valuable investment of time and resources.

Also, by keeping meetings focused, you can ensure that they achieve their intended outcomes and contribute to the overall success of your organization.

If you’re looking to improve your meeting moderation skills or train your team members, I offer a comprehensive meeting moderation course that includes video training, personalized coaching, and access to a supportive community.

Join the waitlist here: https://www.cellboticsonline.com/meeting-moderator-training-program

Do you want to chat? Book a call with me: https://calendly.com/ceo-nicole-russell/30-min?month=2024-06

 

Thank you for reading my blog,

Nicole Russell

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