Make the most of your meetings

We all dread them—meetings, those any time of day get-togethers that can go on endlessly while your to-do list multiplies. What gives meetings a bad rap? Maybe it's their tendency to drag on, get off track or simply not accomplish any objectives.

Meetings are a necessity. They must be because research shows that the average individual spends 9,000 hours of their lifetime in meetings. If we have to devote so much of our life to meetings, then let's make them more tolerable by understanding how to effectively run them.

There are certain steps to a successful meeting:

1. Clarify the meeting objective (we need to discuss X...).
2. Define the desired outcomes (we need a solution to XYZ).
3. Design a sequence of meeting activities (set agenda with high-priority items listed first).
4. Make certain all parties involved receive the agenda.
5. Determine who should attend and their roles ("I'd like Joanne to discuss...").
6. Set the ground rules for the discussion (listen to person talking, stay on track, communicate honestly and directly, etc.).
7. Decide when to meet and when to end (this meeting will take 45 minutes).
8. Determine logistics, equipment and administrative needs ("bring XYZ presentation").

Successful meetings are those that are led by someone who is able to take charge using appropriate leadership style who is able to share leadership roles by effectively delegating.

At the end of each discussion, it's helpful to summarize what was accomplished in the discussion, what the next steps are and to verify that all are in agreement.

One of the primary reasons for bringing people together is to get their input, ideas and feedback. The best way to accomplish this is by asking open-ended questions, getting input from employees, and being supportive of new ideas, partial ideas or minority opinions. Ask for concrete examples and always distinguish assumptions from facts.

Inevitably some meetings are more contentious than others. If you're having a problem with conflicting opinions, there are several steps to help in the resolution:

1. Define common ground. Where do you agree?
2. Isolate points of disagreement. Ask each side to make clear statements and paraphrase what was said for clarity.
3. Brainstorm alternatives to reach common ground, allowing for sufficient discussion of alternatives.
4. Reach consensus on suitable solutions through compromise and accommodation. e