Estimated reading time: 2 minutes

Dan’s Biz Bookshelf: End the Time Sink With ‘Make Meetings Matter’

Like everyone else, I have been subjected to a lot of pointless meetings in my day. You know what I’m talking about: meetings where some blowhard pontificates for an hour, reveling in the sound of his own voice while the rest of us are stuck sitting there, silently praying for release. Meetings where everyone is so busy positioning themselves favorably in the eyes of the boss that nothing gets done. Meetings that start 20 minutes late and go on for hours. Meetings where everyone is so busy looking at their devices that they act like the meeting is an interruption.

We’ve all been there, which is why absolutely everyone needs to read this book.

Author Paul Axtell covers every aspect of the meeting: from how to have meaningful conversations, to the ideal size of a meeting (no more than eight), to how to develop and keep to an agenda, to how to—finally—get things done.

Below, I share a couple of examples indicative of the helpful advice you can expect from this book.

First, for any meeting to be successful, you must know what you want to achieve by the end of it. The team leader should prepare an agenda that outlines each specific topic, using the following questions as a guide:

1. What is the desired outcome?
2. How much time is required?
3. What input do you seek?
4. What is the best process?
5. What preparation would be helpful?
6. Who should lead the conversation?
7. Do we need a visible process (i.e., a handout)?

It might seem like overkill but imagine how much time we’d save if every meeting followed this outline. People would come to the meeting prepared with ideas; they’d feel confident about their role and motivated to get to work on the project.

Axtell also categorizes meetings based on the outcome desired for each, which helps you determine how to customize your meeting to fit your needs.

You might hold a meeting to:

• Start a project
• Check progress
• Request input
• Respond to a problem
• Make a decision
• Create alignment

In every case, Mr. Axtell provides a detailed outline tailored to your specific meeting type to help you reach your goal.

He even touches on how to be a good meeting attendee by listening graciously, being attentive, being patient, being nonjudgmental, being focused, speaking clearly and concisely, and—of course—being relevant. All good attributes to bring to a meeting.

However, sometimes we can be on our best behavior in a meeting and still end up in a tense situation—especially if others aren’t as committed to showing up and sincerely engaging. Axtell has some pointed suggestions about how to proceed whenever you find yourself in a difficult conversation:

• Ask for permission to speak about something
• Ask them to listen while you tell them what is bothering you
• Identify your needs going forward
• Ask their opinion about what you said
• Thank them for being willing to discuss the situation

This is a very important book on a frequently overlooked subject. Don’t just read this book on your own; provide copies to the rest of your team, so they can learn these tips as well. Once everyone has read it, try having a meeting to put what you’ve learned into practice.

Dan Beaulieu is president of D.B. Management Group.

Make Meetings Matter: How to Turn Meetings from Status Updates to Remarkable Conversations

Author: Paul Axtell

Copyright: 2020, Sourcebooks

Pages: 142

Price: $16.99