Online meetings have become as essential to software delivery teams as coffee and stack overflow. We all know the drill: you log in, you nod along, you check your email on the side, and then you leave wondering what just happened and why you’re now 60 minutes closer to the grave. But hey, not all meetings have to be soul-sucking black holes of productivity. With a little effort, we can turn them into… well, something slightly less awful. Here’s your guide to the fine art of not wasting everyone’s time.
The 3 Hallmarks of a Counterproductive Online Meeting
No Agenda, No Direction: A meeting without a clear agenda is like wandering through a forest without a map. You’ll likely end up lost, with no clear idea of where you’re going. Without a focused agenda, conversations meander, and the meeting ends up being a time-waster. A good agenda is your meeting’s roadmap, helping everyone stay on course and ensuring that the time spent is actually productive.
Too Many Participants: Inviting too many people to a meeting is a surefire way to dilute its effectiveness. When participants aren’t directly involved in the topics being discussed, they’re likely to tune out or multitask. This not only wastes their time but also makes the meeting less productive for those who do need to be there. The right meeting size is crucial for maintaining focus and ensuring meaningful contributions.
No follow-up nor Action Items: Meetings that end without clear action items leave everyone wondering, “What now?” Without defined next steps, decisions and discussions fade into obscurity, and the meeting’s purpose is lost. To make a meeting worthwhile, it needs to conclude with actionable tasks assigned to specific people, with clear deadlines. This ensures that the time spent leads to tangible outcomes.
The 3 Key Ingredients of a Successful Meeting
Clear Purpose: A well-structured agenda or outcome that we should focus towards is the backbone of a successful meeting. By outlining the topics in advance, everyone knows what to expect and can prepare accordingly. This keeps the discussion focused and ensures that the meeting achieves its objectives without unnecessary detours.
Right-Sized Attendance: Only those who are directly involved in the discussion topics should be invited. This keeps the meeting relevant and focused, ensuring that decisions can be made efficiently. Fewer participants mean more productive discussions and less chance of distractions. If you are not sure who is required then allow people to decline or drop during the session if it is not relevant to them.
Skilled Facilitation with usage of collaboration tools: A capable facilitator can guide discussions, ensure balanced participation, and keep the online meeting on track, even in a virtual environment. To achieve that you can leverage features like breakout rooms, polls, and digital whiteboards can enhance interaction and engagement.
5 Practical Tips to Boost Meeting Engagement
Set Clear Expectations Communicate what you expect from participants before the meeting begins. This includes any preparation needed, such as reading materials or thinking about specific topics. When attendees know what’s expected, they’re more likely to come prepared and engage actively.
Implement a "Camera On" Policy: Encourage participants to turn on their cameras to foster a sense of presence and improve non-verbal communication. Be understanding of occasional exceptions.
Rotate Roles Share the responsibility of running the meeting by rotating roles like facilitator, timekeeper, and note-taker. This keeps meetings fresh and ensures that everyone is invested in the outcome, as they’ll have a turn in the driver’s seat.
Keep Meetings Short and Focused Respect everyone’s time by keeping meetings concise. Focus on the most critical issues, and if a topic requires more in-depth discussion, set up a separate, focused session. This approach prevents meeting fatigue and keeps the energy level high.
Ask for Feedback Regularly solicit feedback on how meetings are conducted. What’s working? What could be improved? Use this feedback to continuously refine your approach. When participants see that their input is valued and acted upon, they’re more likely to stay engaged and contribute meaningfully.
Approach online meetings with flexibility and a willingness to adapt. With practice and refinement, you'll find that virtual collaboration can be just as effective – if not more so – than traditional in-person meetings. Here's to making the most of our digital interactions and keeping our teams connected, one productive online meeting at a time.
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