5 Rules for Running meetings

The role of project manager is challenging because it requires such a wide range of skills and capabilities. One of the many key skills required is the ability to run a meeting. Meeting facilitation is both an art and a science. The meeting facilitator must know when to take control and when to yield it.

Here are six key things to develop proficiency in being an expert at meeting facilitation.

Organization and Time Management

The first line of business for meeting facilitation is to be organized. Holding meetings can be a very costly practice. Consider the fully loaded cost of each person within the organization. When you consider salaries and benefits, most people cost over $100 per hour.

For a one-hour meeting, people may have spent additional time preparing for and commuting to and from the meeting. Multiply the cost by the number of people in your meeting and the time they must commit, and you begin to get an idea of the true cost of a meeting.

It is a gesture of respect to all involved to be prepared and to run the meeting efficiently.

First and foremost, prepare an agenda prior to the meeting. Make sure the meeting invitees know the objective of the meeting in advance and what topics will be discussed. Ideally, each agenda item will have the targeted timeframe for discussion.

As you start the meeting, quickly review the agenda with everyone in attendance. Just because you sent them the agenda in advance doesn’t mean they have read it.

During the meeting, try to stay on track. If someone brings up a topic outside the scope of the agenda, park the topic. Have a whiteboard or flip chart to document any items in the parking lot. Most online meeting apps have tools that allow you to do this virtually.

You can address these items later if there is time. Alternatively, you can schedule a separate meeting for the parked items.

When the meeting is over, summarize the discussion items and action items. Make sure that someone is assigned to each action item. If there is time, address the parking lot items to determine whether they are still relevant. If so, determine how to address them outside of the meeting.

Adaptability

While it is important to manage to the agenda in a meeting, there are times when a topic comes up that is too important to delegate to the parking lot. You may need to “call an audible” and allow a topic outside of the agenda to be discussed.

It’s best to maintain control of the meeting and not allow anyone to hijack your meeting. But power dynamics may play a part here. If someone with a higher authority than you takes over the meeting, you may have little choice but to let them.

If this happens, it may work to meet with them separately after the meeting. Depending on your relationship with the person and their receptiveness to you pushing back, you may be able to explain how their behavior derailed your meeting.

If this person is not approachable in this way, you may need to reschedule your meeting to accomplish your original goals.

In other situations, disruptions should not be tolerated. Use of the parking lot may help to set some discussion items aside.  If a meeting attendee is truly disruptive, work toward redirecting them to the agenda. Remain calm and do not let the meeting become contentious.

Be Objective

A good facilitator will stay neutral in discussions. If conflicts arise, be sure that all viewpoints are treated fairly. This is particularly critical when one person is dominating the conversation. The facilitator’s job is to call a time out to let others provide their input.

The facilitator should diplomatically manage any conflicts that arise.  They should handle disagreements in a constructive manner, guiding the group to a resolution. If no agreement can be reached, all arguments should be documented for a future meeting on the topic.

Communication Skills

Facilitators should employ active listening. Pay attention to all participants and their inputs. Ensure that everyone feels heard. If someone begins to ramble on, it may be necessary to stop them and paraphrase what they have said. This may stop them, if they feel they’ve made the point. It could also result in them realizing they have been rambling and cause them to change course.

Good facilitators are clear and concise when they speak. Express ideas and instructions in a way that is easy to understand. This makes for a more efficient meeting. It also can set an example for others in how to speak.

Good non-verbal communication is important as well. Use body language and eye contact to engage and encourage participation. People believe that you have heard them when you face them and make eye contact with them. Looking at your phone or laptop, or out the window while one speaks, tells them that you are not interested in what they are saying.

Problem-Solving Skills

The purpose of most meetings is to solve one or more problems. This requires strong decision-making skills.  To help the group make decisions, ensure that all relevant information is considered.

Conversely, if irrelevant information is introduced, make sure to redirect the team to consider only appropriate data.

Problem solving also requires creative thinking. Encourage the team to brainstorm new ideas to overcome obstacles. You can also introduce new and unique options that cause the team to think outside the box.

An Understanding of Group Dynamics

A deep understanding of human nature and how people interact is a critical skill. A strong meeting facilitator encourages participation from everyone. Create an environment where everyone feels comfortable contributing.

If only a few people are dominating a discussion, it can be helpful to call someone out that hasn’t spoken, “Mary, you haven’t spoken up on this topic yet. What is your opinion on the subject?”

Be aware of subtle – and not so subtle – bullying. If someone repeatedly interrupts someone, or shoots down ideas, make sure to give the victim the floor. If it persists, simply saying, “Let’s let Tom finish his thought,” can make

a big impact.

Along with that, it’s important to manage different personalities in the meeting. Understand the strengths and weaknesses of participants, making sure all voices are heard. Some people have strong opinions but are shy about speaking up. Sometimes all they need is to be given permission during a contentious meeting.

Meetings are a necessary evil in the business world. It is a critical communication tool that allows people to exchange ideas. Developing strong meeting facilitation skills can make them more efficient, effective, and shorter in length.

What meeting facilitation skills have made you more effective?

If you would like to learn more about a career in Project Management, get Lew’s book Project Management 101: 101 Tips for Success in Project Management on Amazon.

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