This week, we are discussing how to lead better meetings. It’s a skill that no one learns in college and seldom does anyone discuss running a good meeting when you start your software engineering career.
A recent study shows that an average employee attends more than 250 hours a year of useless meetings. That’s $25,000 worth of wasted time a year.
So, how can you lead better meetings?
1. Validate Your Meeting’s Purpose
Before marking calendars, ask yourself: Is this meeting essential? An effective leader gauges the necessity of a meeting. You should only have a meeting to solve a problem, brainstorm new ideas, or provide critical updates.
If your meeting’s purpose can be served through an email or a quick chat, opt for that instead. This initial step underscores respect for everyone’s time and sets the stage for impactful gatherings.
2. Create and Circulate an Agenda Early
Preparation makes the difference in a well-run meeting. A well-defined agenda, shared in advance, allows participants to prep their thoughts and contributions, ensuring a focused and productive session. Include key topics, objectives, and any pre-read materials. This streamlines the discussion and signals respect for attendees’ input, making every moment count.
3. Empower Every Voice, Especially the Quietest
Leadership isn’t about leading the chorus but ensuring every voice finds its verse. Make it a point to solicit input from the most junior members. This practice uncovers fresh perspectives and fosters an inclusive culture where growth and confidence flourish. Remember, today’s quietest voice could be tomorrow’s leading innovator.
4. Start and End on Schedule
Time is an expensive resource for software teams. Starting and ending meetings punctually is a non-negotiable respect for everyone’s time. It conveys that you value their work and personal time, fostering a culture of efficiency and mutual respect.
How much time do you lose in meetings that don’t get us anywhere? Think about what we could do with all that extra time—more coding, brainstorming, or just catching our breath.
So, as you schedule your next meeting, ask yourself: Is this meeting necessary? How can I make it matter? Reply to this email with your thoughts or tricks you’ve picked up to keep meetings on track. I reply to each one.
As always, thank you for reading,
