For Better Meetings, Think FAST!

Few realities of organizational life are the subject of more complaints than meetings. Large or small, scheduled or ah hoc, meetings are as necessary as they are annoying. There’s a better way.

There are four key elements that, taken together, drive far better meeting outcomes. Format, alignment, structure, and timing (FAST) can combine to help meeting organizers plan for and execute meetings that achieve and even exceed objectives and expectations. Here’s how.

Format

Organize the meeting agenda (and yes, there must be a written and timed agenda) in a way that is designed to get to the heart of the meeting objectives without needless delay. A consent agenda may be used if there are reports to be made during the meeting. Determine whether these can be distributed in advance and reviewed by meeting participants. If so, place them on a consent agenda which may be approved collectively by the affirmative vote of those in attendance, unless a member has questions or wishes discussion of any elements of same.

Circulate a “draft” agenda to meeting participants in advance, asking for their feedback and input. People tend to support what they help create, and getting the participation of attendees in advance will go a long way.

Consider the type of meeting and match the format accordingly. Is this a standing meeting (mostly the same participants and held daily, weekly, monthly, quarterly, and annually)? If so, the format may be established well in advance and a useful cadence and rhythm to the meeting will follow. However, resist the temptation to ignore the agenda. This is a necessary meeting tool.

Ad hoc meetings have their place, too. However, they, too, need a format so that the expectations of all in attendance are made known and addressed.

The next factor is the getting alignment of meeting participants. More on that next time.

For more information on improving your organization’s meetings, contact me at joe@ajstrategy.com.