Meetings are a necessity of today’s work environment. And are also good source of humoristic material (see Dilbert cartoons) for the fact that they are often badly run and take way too much time. If you have ever asked yourself the following questions during a meeting, then is fair to assume the meeting wasn’t productive at al
- Why am in this meeting?
- Why are all these people in this meeting?
- Why are we meeting?
- Haven’t we already discussed this in another meeting?
- Shouldn’t [name of person] also participate in this meeting?
- What are we trying to accomplish?
- Who did we decide will take care of the action items?
- Will anyone notice if I slip out of the room before the meeting ends?
So it is no surprise that one of the principles for effective marketers has to do with productive meetings. Drucker, of course, was right on target when included this principle in his article for effective managers (“What Makes an Effective Executive”, Harvard Business Review, June 2004) since one of the most important aspects one should be able to master in order to become effective is time management, and meetings are, as a general rule, a time drag.
Following Drucker’s advice, you should first identify what type of meeting is needed, since different meetings require different kinds of preparation. There are meetings to prepare a statement or press release, meetings where team members report the status of their tasks, meetings to inform other executives, and so on. From a marketing perspective, the principle still holds true and you will certainly be able to recognize in your organization all those different meeting types and should be able to prepare beforehand and run them according to their individual characteristics. For example:
Meeting to discuss campaign goals and strategy: this meeting should require attendees to be prepared beforehand by knowing the target market the campaign will focus on, reading results from similar campaigns or from campaigns targeting the same market, and assessing competitors’ actions towards the said market. If this kind of preparation is expected and understood by all participants, the meeting itself will be more productive since everyone will be able to come prepared to discuss the strategy rather than basic principles and background data.
Another example might be a meeting to review artwork, design, or other conceptual diagram related to marketing collateral or advertising. The requirements for this meeting differ from the previous one in the sense that previous preparation may involve having everyone review the proposed artwork or design beforehand and come prepared to the meeting with their observations. The meeting itself can be run also more focused on the specific artwork/design at hand, discussing that element in detail and how it relates to the overall message.
Finally, let’s take the example of a marketing staff meeting where you will review the results of the last quarter campaigns with the team. The way you will run this meeting will undoubtedly differ from the two types of meetings described above.
The takeaway from this principle is that once you realize that each meeting has its own purpose and structure, you can start organizing, preparing, and running meetings more effectively. But regardless of the type of meeting you will have, my personal experience is that you need at least the following:
- An agenda: prepared and distributed prior to the meeting.
- An assigned note-taker: someone everyone agrees will write notes during the meeting, avoiding the all too common “oh, I thought you were taking notes so I didn’t take any!” problem.
- Published action items: sometimes referred as meeting minutes, it really doesn’t matter what you call it as long as it contains clear action items from the meeting, indicating who will do what by when. The note-taker is the person usually responsible for putting together the action items and sending it to everyone (after all, that’s why he was taking the notes!)
Sounds simple and it really should be. Don’t let other people take you down with their useless meetings, you have more important things to do. Instead, teach them how to run effective meetings!