If you want something new, you have to stop something old.”
Peter Drucker
THE IDEA: I lead six monthly leadership share groups covering 75 Vice President and Director level leaders in our industry. During my most recent group discussions I was not surprised to hear the following comments.
“I never have enough time to do think, and I am buried in meetings.”
“We waste so much time in meetings it is truly breathtaking.”
“I am on Zoom all week and don’t have the time to coach my team.”
I estimate that 90% of my share group attendees conveyed that unproductive meetings rule their days and dampen their spirits. But why, and what does this cost us?
Meetings stand as both the cornerstone and the Achilles’ heel of most organizations. Yet beneath the veneer of meeting effectiveness lies an uncomfortable truth: most meetings underdeliver and leave attendees drained or even demoralized.
Meetings often unravel into black holes of unproductivity, sucking away precious time and leaving participants to search for extra hours to finish their work.
Consider these uncomfortable findings:
- OVERKILL: Studies reveal that a staggering 7-in-10 people believe that the number of meetings they attend is excessive and overwhelming, leaving most struggling to find enough time to do their work.
- NO FOCUS: More than 6-in-10 people report that meetings often lack a clear agenda. This encourages tangent discussions, leaving attendees frustrated and productivity killed.
- NOT PRESENT: An astonishing 9-in-10 people admit to multitasking during meetings. As screens split attention between emails, side projects and the meeting itself, genuine engagement plummets, rendering the gathering an exercise in futility.
- NO FOLLOW-UP: Post-meeting action steps often fall through the cracks, with 1-in-2 attendees expressing disappointment at the lack of accountability and follow-up. This leaves participants skeptical about their teams.
- DISRUPTION: Meeting facilitation is a unique and difficult skill to master. How many times have you been in a group discussion where someone hijacks the agenda or turns it into a gripe session? It is not a surprise that 3-in-4 meetings underperform.
How do you neutralize dysfunctional or disruptive participants? The following are 5 energy draining troublemakers and TIPS to transform your next meeting.
- NARCISSISTS: These individuals often seek excessive admiration, monopolize conversations, and may lack empathy for others.TIP: Since they need attention and may not value the contributions of others, give them credit when it’s due, allowing them to feel acknowledged. Establish ground rules at the beginning of the meeting, emphasizing that everyone’s thoughts are valued.
- NAYSAYERS: They constantly express pessimism and shoot down ideas, stifling creativity, and innovation in the group.TIP: These people fear failure and are uncomfortable with competition and experimentation. Stay calm, remembering they do not like uncertainty.
- SILENT ONES: Some attendees may consistently remain quiet, making it difficult to gauge their opinions or engage in discussion.TIP: This associate is inspired by listening and motivated by others who are adept at listening. Incorporate ice breaker questions, small group breakouts, and on-line collaboration, utilizing open-ending questions to encourage discussion.
- RAMBLERS: They give lengthy, convoluted monologues, making it hard to follow their points and causing others to lose interest.TIP: These individuals struggle with their own self-awareness. Politely intervene when they start to go off-topic or provide excessive detail. Use their name and a friendly tone, redirecting them back to the main point. Acknowledge their input and contributions, but guide them toward being concise.
- KNOW-IT-ALLS: Individuals who believe they have all the answers and dismiss others’ input can alienate team members and inhibit collaboration.TIP: These individuals take up too much oxygen in the room. They often have great skills, but they monopolize meetings. Acknowledge their input, showing you value their expertise and insights. If their tone comes across as overly authoritative, gently steer the conversation toward a more collaborative tone.
It is time to become an adept meeting facilitator.
A facilitator is the meeting host, setting the atmosphere and protecting the team’s energy. Their job is to create a safe and curious atmosphere, allowing transparent conversations and group collaboration, which strengthens relationships. Facilitators are stewards of other’s time.
Highly effective meeting facilitators transform uninspired meetings into vibrant hubs where new ideas are discovered, and creative thinking reshapes the future.
Meetings are indispensable when you don’t want to do anything.
John Kenneth Galbraith
