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Run Meetings that Don't Suck (10 Tips)!

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Run Meetings that Don't Suck (10 Tips)!

Jeff Su 24.05.2022 142 643 просмотров 4 359 лайков обн. 18.02.2026

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We’ve all sat through meetings that were a waste of time, what can we do to help our colleagues avoid a similar fate? Download the meeting recap email template 👉🏻 https://www.jeffsu.org/10-tips-for-running-crazy-effective-meetings/ How to have productive 1:1’s with your manager 👉🏻 https://youtu.be/LWz57CpcSnE Although very (very) few of us have proper meeting management training, we can all apply tips to run highly effective meetings that our colleagues actually look forward to joining! The 40-20-40 rule first mentioned in the book “How to Fix Meetings” was a game-changer for me because only then did I realize most of our time should be spent in preparation and follow through, instead of the meeting itself. So here are 10 tips that will help you run crazy effective meetings - TIMESTAMPS 00:00 How to Run Effective Meetings 00:20 The 40-20-40 Rule 00:57 When NOT to Have a Meeting 01:28 Don’t Over-Invite 01:53 Objective-Context Combo 03:05 Pre-Align Before the Meeting 04:19 Facilitate Inclusively 05:21 Call People By Their Names 05:52 Send a Concise Meeting Summary 06:19 After Action Communication 06:48 Bribe Your Colleagues! RESOURCES I MENTION IN THE VIDEO MIT Article - https://sloanreview.mit.edu/article/the-surprising-science-behind-successful-remote-meetings/ How to Fix Meetings - https://amzn.to/38aUuHY MY FAVORITE GEAR 🎥 My YouTube Gear - https://geni.us/youtube-gear 💻 What's On My Desk - https://geni.us/mydesk MY FAVORITE SOFTWARE ✍️ Skillshare - https://geni.us/skillshare-jeff ❎ CleanShot X - https://geni.us/cleanshotx BE MY FRIEND: 📧 Subscribe to my Productivity newsletter - https://www.jeffsu.org/productivity-ping/ 📸 Instagram - https://instagram.com/j.sushie 🤝 LinkedIn - https://www.linkedin.com/in/jsu05/ 👨🏻‍💻 WHO AM I: I'm Jeff, a full time Product Marketer. In my spare time I like to tinker with tools and create systems that help me get things done faster - or as one of my friends puts it: "Get better at being lazy" 😏 If you'd like to talk, I'd love to hear from you. Messaging me on Instagram (@j.sushie) directly will be the quickest way to get a response! PS: Some of the links in this description are affiliate links I get a kickback from 😇 Disclaimer: My opinions are my own and may not reflect that of my employer

Оглавление (11 сегментов)

0:00 How to Run Effective Meetings 52 сл.
0:20 The 40-20-40 Rule 113 сл.
0:57 When NOT to Have a Meeting 88 сл.
1:28 Don’t Over-Invite 75 сл.
1:53 Objective-Context Combo 235 сл.
3:05 Pre-Align Before the Meeting 217 сл.
4:19 Facilitate Inclusively 197 сл.
5:21 Call People By Their Names 93 сл.
5:52 Send a Concise Meeting Summary 75 сл.
6:19 After Action Communication 88 сл.
6:48 Bribe Your Colleagues! 102 сл.

How to Run Effective Meetings

recently an mit article took the saying that meeting could have been an email to a whole another level by coining a new phrase meeting recovery syndrome where employees lose additional time mentally recovering from a bad meeting damn although very few of us have formal training in meeting management skills we

The 40-20-40 Rule

can all apply tips from the 40 20 40 rule to run meetings our colleagues actually look forward to attending let's get started hi friends welcome back to channel if you're new here my name is jeff come for the career tips and stay for the meeting recovery syndrome cure the 40 20 40 rule first mentioned the book how to fix meetings essentially states 40 of a time should be spent preparing for meetings another 40 on productive follow through and only 20 dedicated to the actual meeting itself my first tip for the preparation phase is the go no go test a meeting is unnecessary if any of the following are

When NOT to Have a Meeting

true first the information being shared is an update second key decision makers are unavailable if you need 100 alignment even if one person can't make it cancel and reschedule and third feedback does not need to be provided in real time recently we rebranded a marketing campaign and the project manager solicited a list of ideas from each teammate offline before letting us vote on the final three choices during a team meeting great use of time we decided in less than five minutes speaking of who

Don’t Over-Invite

should join tip number two for running effective meetings is don't over invite the rule of thumb here is to only include one representative from each department or function affected by your project they'll be responsible for gathering input from their teams and bringing those insights into the meeting and then briefing their teams on the decisions and next steps afterwards pro tip if someone doesn't have action items at the end of the meeting

Objective-Context Combo

they probably didn't need to be there tip number three for running meetings that don't suck is something i call the oc combo nope not that oc as much as we like seth but rather objective and context these should be sent ahead of the meeting via email and included in the calendar invite for easy reference although there could be multiple objectives for a single meeting each objective should be actionable and results oriented in this example the objective is clearly stated finalize the one livestream platform to use for our year-end event the context our product marketing teams have used four different vendors for live streaming this past year each with their pros and cons we need to settle on one for this last event click here to see an analysis comparing each platform not only is this super clear for all meeting participants but notice how you're respecting their time by giving them the option to learn more busy senior managers can just scan the objective and move on those more involved in the operations can scroll through the context go through the pre-read document as needed pro tip grant access to any files you add to the calendar invite before they're sent out i'm probably gonna get a lot of hate for tip number four because people think it's try hard but i think it's super effective and i call it

Pre-Align Before the Meeting

the pre-alignment appetizer long story short you want to get the meeting participants buy-in before the meeting the main course itself either through a ping an email or even a quick one-on-one meeting a meeting before meeting jeff really why the would i do that this tactic is extremely effective because your colleagues are much more likely to be upfront about their concerns during this offline 101 chat giving you the opportunity to address any complications before the meeting to give an oversimplified yet very accurate example imagine you're working with three people and they would have each raised one separate issue during the meeting by pre-aligning with each one of them you successfully address one and make progress on the other two now you use a meaning to find a solution to the remaining one issue before moving on to your agenda instead of having to deal with all three and risk the discussion getting out of hand if we're being honest with ourselves the reason we don't do this more is because it's extra work there are colleagues they should be helping out but it's precisely because pre-aligning with them shows we don't take them for granted that they'll take the meeting even more seriously moving on to the during phase the fifth tip for

Facilitate Inclusively

running effective meetings is inclusive facilitation here to prevent a few individuals from dominating the discussion you want to use tools to give everyone a chance to provide their input for example you can use mentimeter slido completely free online tools to run polls and create word clouds when brainstorming ideas this way even participants who are not comfortable with raising their hand or unmuting their mics will feel heard and as a result be more engaged with your topic tip number six for meetings that don't suck use the parking lot during the meeting if someone brings up a great point but starts going off on a tangent it's whoever not whomever that's whomever no whomever is never actually right you want to capture that idea on a whiteboard or in the meeting notes the parking lot then bring people back on track the trick here is to actually follow up or people will lose trust in you for example a manager i recently worked with said that's really interesting let me pencil that in during our 101 later this week and we can bring up our findings during the next weekly update which i thought

Call People By Their Names

was a great way to phrase it tip number seven call people out yup i said it at the end of the meeting when next steps have been agreed upon first take the lead and share your own action items then confirm next steps with each participant by mentioning their name using their names instead of vague terms like okay so it's all agreed we will move towards this direction gets rid of any room for miscommunication and prompts your teammates to clarify any ambiguity before the meeting ends moving on to tip

Send a Concise Meeting Summary

number eight for the after phase send a concise meeting summary one line of pleasantries one or two key takeaways that capture the main point of the meeting and of course action items that again are tied to individual names pro tip if it's a weekly project update meeting use one email thread so previous discussions can be easily referenced i actually include this email template on my website for you to download link down

After Action Communication

below tip number nine for running effective meetings is to prepare something i call after action columns for example if the sales poc point of contact is supposed to brief the sales team on next steps draft an email or slide for them to send to their team not only will this ensure nothing gets lost in translation but you have literally decreased the friction for your colleagues so much so that they will definitely take action helping you push your agenda forward tip number 10 is the

Bribe Your Colleagues!

most try hard one so far and that is the tried and true method used throughout the ages bribery i can feel some of you shaking your head in disgust and hovering over that unsubscribe button but in my experience bringing coffee donuts snacks to the meeting immediately lightens the mood and the rule of reciprocity means the participants are now much more likely to buy into your ideas if you found these tips helpful you might enjoy my video on how to have productive 101s with your manager see you on the next video in the meantime have a great one

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