For Better Meetings, Think FAST! Part 3 and 4

Meetings are a fact of organizational life. Here’s a better way to ensure productivity from meetings of any size, scope or duration.

There are four key elements which, 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. Let’s look at the final two elements: Structure & Timing.

How the meeting is organized can help bring better results. First, consider beginning the meeting at an odd time (9:55 am instead of 10:00 am). While this may seem “gimmicky” to some, it can be oddly effective. Attendees tend to internalize these times better than when the schedule calls for starting on the hour or half hour. After all, it seems to work for the airlines!

Organize and time your agenda items for maximum focus and deliberation by using what I call “time bursts." For example, list an item and provide 50 minutes for focused, involved, active discussion, dialogue, and even debate. Save the last 10 minutes of the one-hour period for a break. The idea here is to gain full commitment of meeting participants to avoid distractions that smart phones and yes, even laptops and/or tablets are sure to bring.

As we noted in the suggested meeting ground rules, “be fully present” means no electronics at all are permitted during the meeting. With the “time burst” schedule, the premise is that everyone should be able to go 50 consecutive minutes without texting or emailing. This will provide the best opportunity for everyone to concentrate on the matter at hand. You may not believe the level of productivity that follows!  Try it!

One final note on timing. Keep careful note of where you are during the timed agenda. As you approach the final 10 minutes or so, remind the group about the time remaining. This is important: If it looks like you may need additional time to finish up, even if you think you may run over only 5 or 10 minutes (or longer) ask the participants if they are ok with extending the meeting the extra time needed. Keep in mind that they may have other items scheduled following the meeting and this show of courtesy will go a long way.

For more information on ways to get better meeting outcomes, contact me at joe@ajstrategy.com.

The preceding content was provided by a contributor unaffiliated with Printing Impressions. The views expressed within may not directly reflect the thoughts or opinions of the staff of Printing Impressions.