productivity

5 tips for better meetings people will actually want to attend

Over the years I’ve attended thousands of meetings. The best ones respected my time and input. They kept me engaged – and often excited – throughout the meeting.  And the worst ones … well, I’m pretty sure we’ve all attended at least a few terrible meetings and know what that’s like.

Having seen the good and the bad, I wanted to share some simple tips that anyone, at any level, can implement for more effective meetings.

Go beyond the agenda
Yes, circulating a clear agenda prior to the meeting is important, but also consider explicitly spelling out the objective and the outcome of the meeting. It gives participants the right context to prepare for and be fully engaged during the meeting (or decline the meeting if they can’t help meet the objectives/outcomes).

Nominate a facilitator
This person makes sure the agenda is followed and desired outcomes are met. They empower all participants to contribute and get the group back on track if the conversation goes awry. Facilitating meetings is a special skill and not everyone is good at it but if you find the right person, you are practically guaranteed a great meeting. Keep in mind that the meeting organizer doesn’t have to be the facilitator.

Limit participants
Keep meetings participants to 4-7 people maximum. In my experience this really is the sweet spot. Beyond 8 participants, the introverts in the group tend to shy away from voicing their opinions (a good facilitator, though, can help draw out their perspectives and ensure introverts have a voice).

Forget the update
Don’t use a meeting to provide or ask for updates. Save it for email, or better still a collaborative Google Doc. Share these updates in advance of the meeting as pre-reading material so you can focus the discussion on healthy debates and decision making.

Save 10
Use the last 10 minutes of the meeting to recap the discussion. This is crucial. You’ve just spent the last hour having a productive discussion, it would be a shame for it to fall apart in the follow-up. Make note of the essence of the discussion, key decisions made and actions to take. Be sure to share these notes with all attendees and other stakeholders who couldn’t join.

Slight tweaks to the way organize your meetings can have a profound impact. Know of any other hacks to make meetings more effective?  Let me know in the comments.

The End of 8-Hour Days

Both my parents used to work for a bank. For them, the work day started at nine in the morning and ended at 5:00 pm sharp. Day in and day out, this was their routine. They never understood the concept of flexible hours. They questioned why I would bring “work” home. On the other hand, they were always amused that I never needed to take time off work to see the doctor or get the car fixed during office hours.

“Am I expected to work an 8-hour day?” I get this question from employees from time to time, but I believe this is the wrong question to ask. Employees are expected to get their work done, deliver on OKRs and contribute to a positive workplace culture. For the most part, I don’t (and neither should their direct manager) care where or how the work gets done. Of course, it goes without saying (but I’ll still say it), flexible work hours should never impact collaboration or attendance at critical meetings.

Startups are fast-paced, ever-changing environments filled with bright employees. They’re solving complex and fascinating problems and it’s all very exciting. Being a disruptor and part of a paradigm shift is thrilling and the work itself should compel employees to give 100%. Offering flexible hours instills trust in your team and gives employees a sense of ownership to execute on projects in the way that works for them.

That’s not to say there will be no instances when burning the midnight oil for a specific project or tight deadline is required. Make no mistake, there will be times when a critical security issue needs to be addressed after-hours or a client has an urgent need on the weekend. But there should also be opportunities to take it easy and spend a few weeks out of the country or deal with a family or health issue. It’s about flexibility.

Most startups offer flexible hours, and it makes sense. After all, tech is a creative industry unlike working at a bank or factory. As people head back to work after their relaxing summer vacations, my advice to founders and startup execs? Measure productivity by outcomes and results, not timecards.