Meetings have become a regular part of my life.
I spend most of my day in meetings with other people. I spend a lot of time meeting with my staff or elders. I also meet with people in the church who have (1) concerns that they would like to share, (2) hopes that they would like to express, or (3) some hardship that they would like counsel. It’s important that I spend time in meetings. That is a part of leadership.
However, I must use meetings effectively, or I will be an ineffective leader. I have to ensure I am accomplishing the most I can in every moment, even if people are sitting in front of me. Rather than having a meeting and coming away with a bunch of tasks, I use a meeting to get things done right then and there. This requires asking the right questions and taking the right actions as quickly as possible.
I ask three questions before a meeting ends to make sure we have done what we could to get the most out of our time. These are different than what I ask before each meeting is scheduled. I will ask these out loud or even just to myself before calling the meeting adjourned.
Number one, what was decided?
What did we do or decide in this meeting and who is going handle each task? I spend time writing these down in a bulleted fashion. I write them down on paper, put them on a computer screen, or jot them on a flip chart so everybody can see them.
I have learned that disappointment always comes from failed expectations. I want to be clear on what we decided so we do not have failed expectations later. By writing down what we have done or decided, I am not only bringing clarity but also helping us all feel like we’ve accomplished something.
Number two, what is the best next action?
The next thing that I ask after each meeting is what needs to happen next? Sometimes we can decide a lot of different things, but we don’t prioritize the next step. I want to know the order these things will happen or at least what action will be taken next. A Great way to start the prioritisation is to ask, “What needs to happen in the next 24 hours? The next 48 hours? By the end of next week?” Clarifying the next step will establish the pathway we are going to walk together.
Number three, who does this effect?
The third question I ask at the end of every meeting is who does this affect who is not in the room? This question is rarely asked, but it is an important one.
There are going to be all sorts of people that are going to be affected by the decisions we make as leaders. If we are not thinking through the ripple effect of our decision, a tidal wave of mistrust will build in our culture. If someone were not in the meeting, it was because it was not decision for them to be involved with. Yet, they may manage an area or project that is consequently affected by our decision. Its important that we communicate to them what was decided, what the timeline was, and how it will affect them. When we think through decisions and communicate well, we will be a more effective and trusted leader. Great leaders communicate well.
A few extra minutes saved for this type of processing at the end of meeting will make a much better use of your time overall.
Here is a copy of my “Meeting Notes Template“ that have these three questions at the bottom. Feel free to take this and make it your own.
