We’ve probably all worked in organisations where we’ve had too many meetings, or useless meetings which went nowhere.
And while meetings are necessary in one form or another, they can be time wasters if not run effectively. In fact, one study of managers found that 65% said meetings keep them from completing their own work and 71% said meetings were unproductive and inefficient.
The pandemic did cause us to re-think meeting practices, but with many people returning to work in an office, it’s tempting to slip back into old habits. Firstly, it’s worth reconsidering whether a meeting is needed at all, or whether the information can be covered in an email.
For those times when a meeting is needed, it’s important to make sure those meetings are well-run and efficient. We talked to an expert to find out how.
1. Have a strong agenda
“Having a strong agenda is one of the most important aspects of an effective meeting,” says Sarah Taylor, founder of Meetings into Minutes, which offers masterclasses on how to run and record meetings. The complexity of an agenda will vary according to the type of meeting – from committee meetings down to team meetings.
However, a good agenda should cover the attendees, the purpose of the meeting, the topics to be discussed, and any other business. You might also want to recap what was agreed and actioned in previous meetings. For more formal board-level meetings, you may also need to comply with the Corporations Act.
“Include a bit of background for each agenda item, so people are a bit more focused,” Taylor says.
Make sure to send the agenda well in advance, Taylor says, alongside any relevant supporting documentation or written materials.
“Give people time to read and digest the agenda and to prepare questions. You can also ask for feedback on what’s on the agenda,” she says.
“Even if people don’t respond or read the agenda, at least it gives the chairperson grounds to respond to off-topic interruptions by saying that they should have asked to put it on the agenda.”
2. Have someone to run the meeting and keep things on track
Having a chairperson or someone in charge of the meeting is also key, Taylor says.
“We all know that people can easily go down a rabbit hole or start to air grievances and whatnot. So, if you have a good chair that is able to park conversations that aren’t relevant to the meeting and keep it on track then that's really beneficial,” she says.
Ideally, this person should have ownership over the meeting, and while they don’t have to necessarily be the person who wrote the agenda, they do have to have familiarity with it so they know what topics are being discussed.
3. Take minutes or notes
Finally, a record of the meeting is important, and Taylor says that there should be a “single source of truth” when it comes to minutes. She says to remember that if there are any disputes, then written meeting notes can be used as legal evidence.
Taylor says the amount of notes that you take in meetings is subjective and often depends on personal preference and the type of meeting. However, there are different types of meeting notes to be aware of. For most team and more informal meetings, ‘action’ minutes are sufficient; as the name implies, they are usually a list of actions that come out of the meeting.
For more formal meetings, ‘discursive’ minutes include short sentences on every agenda item and if decisions are made, a short rationale for that decision. There are also ‘verbatim’ minutes where the meeting is recorded in full – however, you’re unlikely to use them in the normal course of work, Taylor explains.
How we help
Just like meetings, appropriate documentation is essential for any business. For help, have a look at the extensive list of lawyer-drafted documents and policies on My Business Workplace.
