How would you describe your meetings?
Are they filled with vibrant, engaged participants who bring infectious energy?
Or do you find yourself dealing with a horde of mindless zombies or relentless time robbers?
It's incredible how some attendees couldn't care less about being present, while others have an uncanny ability to conjure up seemingly urgent tasks out of thin air.
Do you often feel frustrated, annoyed, or bewildered?
Many of my clients tell me the disappointment of accomplishing nothing is stressful and disempowering.
Why does this happen?
Well, it's a combination of factors. Some attendees simply don't find the meeting relevant, while others choose to prioritise their own tasks. Moreover, underlying tensions can contribute to a toxic meeting environment. The responsibility for addressing these challenges falls to the person leading the meeting.
I’ve found the best way to tackle these issues is head-on, by establishing a group agreement.
A group agreement is a powerful tool! It's like a dynamic fusion of rules and values, but here's the kicker – everyone gets to contribute. No one gets to sit this one out.
How?
Before you start your next meeting, ask everyone for their ideas of what a productive meeting needs (I call this collective buy-in). Set up a whiteboard or a flipchart and jot down their responses.
Their ideas may range from being prepared and punctual to fostering active listening, respect for others' opinions, and being fully engaged in the meeting's purpose. And if you get quite a few ideas – ask your attendees to rank these based on importance.
Once the details are agreed upon, create a written agreement for everyone to sign. This process takes about 15-20 minutes but improves productivity and meeting culture.
A group agreement can be beneficial for starting a new project, re-energising an existing team, or a new manager coming in.