How To Improve Meetings In 5 Easy Steps

There are 5 key habits and patterns that a leadership team needs to understand and value in order to drive effective meetings. In this article, we capture the process through which an organization can prepare for strategy review meetings, manage well-organized and data-driven meetings, record decisions, and ensure accountability along with timely follow-up on mission-critical items.

Joseph, Director of Customer Success at ClearPoint, has over 10 years of experience working with customers to create efficient performance management and strategy execution processes.

Make your strategy review meeting 1000% more efficient and effective with these 5 simple hacks:

1. Nail the Initial Setup:

  1. Work with the leadership team to develop a concise strategy and targeted reporting framework.
  2. Define measures, measure owners, any existing data and targets, and relevant charts too.
  3. Add any projects or strategic initiatives that should be tracked, plus Gantt charts.
  4. Assign ownership for each element to specific members of the leadership team.
  5. Schedule a training session so everyone on the team understands the reporting process.

2. Don't skimp on meeting preparation: (4-5 days before a review meeting)

  1. Review the most recent data and write analysis about trends or emerging issues.
  2. Update red/yellow/green status indicators for each measure and initiative.
  3. Make a report with all this information included.
  4. Ensure the leadership team actually reviews this information and approves their sections.
  5. Work with the executive team to make an agenda of the topics that need to be reviewed.
  6. This agenda is then emailed to the leadership team so they can prepare.

3. Rock the meeting day:

  1. The report is shown on a big screen TV or projector in the conference room.
  2. To start, the COO or CSO does a quick overview of the entire scorecard (red/yellow/green indicators).
  3. Then, drill-down to detail pages for more data and analysis to better understand important issues.
  4. Decisions are made, and the results are recorded with owners and due-dates.

4. Don't forget to follow up:

  1. Team members work on their action-items and update the report as they are completed (or resolved).
  2. When an action-item is marked complete, send alerts to those who are interested in the activity.
  3. Have a way to track and browse to see the latest information.

5. Rinse and repeat:

  1. Send a reminder to the data analysts asking for the latest data and analysis.
  2. Reminders can also be sent to action-item owners who have not reported their progress.
  3. And the cycle repeats at the "Meeting preparation" stage...

Keep in mind there has to be the executive support and will-power to create a culture and habit for professional-grade analysis, preparation, and follow-up. And there needs to be quality data in an accessible format upon-which effective and timely decision making can occur. However, we can all do our part within our organizations to start fostering that culture.

How are your meetings currently being conducted? What are you doing well? What needs some improvement?


How To Improve Meetings In 5 Easy Steps