From the hum of bustling team huddles to the high-stakes decisions made in boardroom discussions, meetings serve as the lifeblood of any organisation. They provide a collaborative space where progress is assessed, goals are set, and crucial decisions are made. Yet, we’ve all experienced the frustration of sitting through an ineffective meeting—a room filled with disengagement, unclear objectives, and wasted time.
In our previous blog post, we emphasised the importance of clarifying the purpose and objectives of a meeting to maximise its efficiency. Today, we turn our attention to another critical aspect that is often overlooked—the distinction between the ‘what’ and the ‘how’ of effective meetings.
We’ll delve into the core differences between these two aspects, explore practical strategies for effective management, and provide insights that can help you create a collaborative and results-oriented meeting environment. By understanding and balancing the ‘what’ and the ‘how’, we can transform mundane gatherings into engaging and productive team meetings that drive real results.
‘What’ vs. ‘how’
In any meeting, two elements play a significant role in determining the effectiveness and productivity of the discussion: the ‘what’ and the ‘how’.
The ‘what’ refers to the content or subject matter of the meeting. It encompasses the problems and issues to be discussed, the updates to share, the plans to make, and the decisions to be taken. Essentially, the ‘what’ is the substance—the core reason why the meeting is being held in the first place.
On the other hand, the ‘how’ pertains to the process or the way in which these elements are discussed and addressed during the meeting. It includes the patterns of interaction, time management, and attention management that are crucial for making the meeting productive. The ‘how’ is all about the manner in which the meeting unfolds, the level of engagement, and the effectiveness of communication among the participants.
Unfortunately, many meetings tend to prioritise the ‘what’ at the expense of the ‘how’. The content takes centre stage, while the process and dynamics that drive meaningful engagement often get neglected or become an afterthought. This lopsided focus can lead to misunderstandings, lack of focus, poor outcomes, and ultimately, inefficient meetings that fail to capitalise on the collective intelligence and potential of the team.
Recognizing the importance of the ‘how’ aspect is the first step toward transforming your team meetings. By consciously balancing both the ‘what’ and the ‘how’, you can create an environment where the content is effectively explored and the meeting process facilitates collaboration, participation, and progress.
Tips for managing the ‘how’ effectively
To make the meeting process (i.e. the ‘how’) easier to manage, we can break it down into two categories: how the content is structured and managed, and how interactions and behaviours are engaged with and managed.
In your last meeting, did you consider these structure items either at the start or in advance of the meeting? The agenda is likely there, but did you or someone else invest time in deciding or asking attendees to reflect on what type of item each agenda item was? For instance, was the item about information sharing, updates, or an issue that needed dedicated free-form discussion? And if so, were there timelines set so that there would be sufficient time for that discussion?
To enhance the effectiveness of the ‘how’ in your team meetings, consider implementing the following strategies:
Foster a structured approach
Begin by structuring the meeting content and managing it effectively. Beyond simply having an agenda, take the time to categorise each agenda item according to its purpose. Is it an item for information sharing, updates, or a topic that requires dedicated free-form discussion? By clearly identifying the nature of each item, you can allocate appropriate time slots and ensure sufficient time for meaningful dialogue and decision-making.
Allocate time wisely
According to a survey conducted by Lucid Meetings, 47% of respondents agreed that having a clear agenda is one of the most crucial elements in making a meeting effective. However, it’s equally important to go beyond a generic agenda and assign specific timeframes to each agenda item. This ensures that discussions are given adequate time and prevents the need to rush through important topics in the final minutes.
Be mindful of balancing time allocation to create a well-paced meeting that respects everyone’s contributions. This not only makes your meetings more efficient but also enables you to harness the collective intelligence of your team — one of the key reasons for holding meetings in the first place.
Distinguish discussion from decision-making
In order to avoid confusion and align expectations, clearly differentiate between the discussion aspect and the subsequent decision-making phase. Communicate to participants how decisions will be made and followed up on, ensuring everyone is on the same page. This clarity empowers participants to engage more effectively during discussions, knowing that their input will lead to concrete outcomes.
Proactively manage the meeting flow
As the meeting chair or leader, take responsibility for managing the meeting process. Set the stage by creating a positive and inclusive environment where everyone feels comfortable sharing their thoughts. Encourage active participation, and ensure that all voices are heard. Monitor the discussion to keep it on track and prevent it from derailing into unrelated topics. When necessary, step in to connect, clarify, and summarise key points, steering the conversation towards decision-making and action planning.
Remember, effectively managing the ‘how’ is just as important as focusing on the ‘what’. By striking the right balance, you can unlock the full potential of your team meetings and drive tangible results that propel your organisation forward.
Conclusion
The key takeaway from this post is to not focus solely on the content of your meetings but to also dedicate time and attention to managing the agenda items effectively. By balancing both the ‘what’ and the ‘how’, you can elevate the effectiveness and productivity of your meetings, ensuring that they serve as valuable opportunities for progress and decision-making.
Remember, the power to transform your team meetings lies in your hands. Embrace the role of a facilitator and lead your team towards more engaging and effective discussions. Let each meeting be an opportunity to harness the collective intelligence and potential of your team, ultimately driving your organisation towards success.
Now, it’s time for action! In your next team meeting, challenge yourself to implement the suggested strategies and techniques. Embrace a structured approach, allocate time thoughtfully, clarify decision-making processes, and actively manage the meeting flow. By doing so, you will create an environment that fosters collaboration, participation, and productive outcomes.
If you believe your team could benefit from coaching or facilitation to enhance meeting effectiveness and overall teamwork,please email me at maryrafferty@consensusmediation.ie or give me a call on +353 (0) 86 825 2423.
