Do we really need this meeting?🤔

First released March 25 2020. Last updated September 20, 2020.

by Monica H. Kang, InnovatorsBox

If you are like me, you may be in swings of amazing e-collaboration and a calendar that is overly booked with video calls. Looking at my own calendar made me realize how easy it can be to fill the empty spaces and lose focus on the time we need to think, process, create, and take care of ourselves. I created this with the hope that we can be more intentional about the meetings we schedule/initiate/participate in. It’s the delicate balance of staying connected but also giving ourselves space.

To free up your space on your calendar, I placed my thoughts here instead of hosting a webinar! Enjoy!

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Stage 1: Do I really need this meeting?

Can I solve this over email or chat?
Can I resolve this over a quick phone call(s) instead of a meeting?
Do I really need an hour or will 30 or even 15 minutes get this done?
Can I tie this into an existing meeting?

Stage 2: If a meeting is clearly needed.

1. What is the purpose of this meeting/call and why do these individuals need to participate? Am I making my communication clear in my outreach message?

What is the purpose of the meeting?
Why do I need their attention/decision/contribution?
Why would they be excited/curious/care about participating?

2. How will I prepare the meeting (structure, tech, and prep notes) so everyone in the meeting feels productive and energized?

What platform are we using to connect? Why does it make sense?
Who is sending out the calendar invite with clear instructions?
What are we asking them to do before, during, and after the call?
Who will be facilitating the meeting? What does this person have to do to prepare?
How much lead time are you giving people?

Stage 3: When the meeting is held.

Tech check

Give yourself a few minutes to tech-check before everyone joins. Even with routine meetings, there is always something that can go wrong. You want to do everything you can to ensure the meeting starts on-time and ends on-time.

Facilitators

Are they managing the flow? Are they monitoring the energy level, the awkward silence, and keeping an eye on time? Are they pacing the flow (kindly) so that no one is dominating and everyone has a chance to be heard?

Documentation

How is the meeting being documented? Do you have a notetaker? Are you recording the session? And if so, is everyone on the call aware that they are being recorded? If it’s being live-streamed, is everyone comfortable having that information online? What information may need to stay offline but still needs clear actionable steps? How will the notes and next steps be distributed after the call/meeting? Who will be in charge of this?

How Can I Facilitate Better Too?

Stage 4: After a great meeting.

1. Are there any follow-up actions/steps needed?

If not, how can you follow up and express your appreciation for their participation?
If yes, how can I go back to Stage 1 and find a way to accomplish my goal(s) without another meeting? (Your mission is to reduce meetings!)
If yes, after reflecting on questions Stage 1 questions, how can I get this completed or schedule it intentionally to reduce unnecessary meetings?

2. How can we share information/updates/gratitude with clarity and empathy?

How is the email formatted?
Can you say it with fewer words?
Why is this information/resources in the follow-up the right resources?
Bonus: How can I bring positivity, joy, and humor into the conversation?

3. How can I make time to celebrate—and breathe?

Tip: block off time to eat, to deep think, and unplug. And maintain a routine.
Tip: Make a list of things that make you happy and add those activities to your calendar to reduce feelings of overwhelm.