If I had to guess, I’d say that I’ve attended more than 1,000 business meetings over the course of my career. I’d also wager that 70 percent of them were suboptimal, if not complete wastes of time.
This is sad. We can put a man on the moon, but we can’t consistently run an effective meeting. Fortunately, the solution isn’t that complicated. In that vein, here are some tips.
- Speak briefly and leave them wanting more. There’s nothing worse than someone who pontificates to feed his or her ego, especially when in a group setting. Generally speaking, a “less is more” approach is going to be more effective than long orations on a subject. (For more on the benefits of saying less, see Robert Greene’s controversial book, The 48 Laws of Power.)
- Respect other people’s time. We’ve all been in meetings that have run over their allotted times. Not only is this disrespectful to the current attendees’ schedules, it’s also exhibits poor manners for those waiting on the room. Self- and situational awareness go a long ways. Don’t be afraid to give the TL;DR version of a story and offer to explain more after the meeting is over.
- Throw out a relevant quote. Stodgy meetings put us to sleep—or to the coffee machine for a jolt of caffeine. A quick, pithy quote often spices things up. In past meetings, I’ve cited—with attribution, of course—quotes from obscure politicians, my favorite TV shows, and classic rock songs. Developing a colorful persona increases the chances that people listen to you. Of course, it helps if you also…
- Listen to your colleagues. Contrary to popular belief, multi-tasking is a myth. You’re really multi-changing. Big difference. By not really listening to your colleagues, you’ll not only miss key facts and decisions; you’ll decrease the odds that they’ll listen to you.
- Bring data. As W. Edwards Deming famously said, “In God we trust; all others bring data.” No, not everything can be quantified. Still, in an era of Google and Big Data, it’s downright lazy if you only come with your opinions and never do a lick of research.
- Remember the curse of knowledge. As I write in Message Not Received: Why Business Communication Is Broken and How to Fix It, not everyone knows what you know. Routinely explain unfamiliar terms and acronyms to others. Those who don’t know will almost certainly appreciate the effort.
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Phil Simon is a frequent keynote speaker and recognized technology authority. He is the award-winning author of seven management books, most recently Message Not Received. He consults organizations on matters related to communications, strategy, data, and technology. His contributions have been featured on The Harvard Business Review, The New York Times, Fox News, and many other sites. In the fall of 2016, he will be joining the faculty at Arizona State University’s W. P. Carey School of Business.
