Research shows that we are spending more time in meetings than ever before.  What differentiates good meetings from poor meetings?  The answer can separate success from failure.  The experts have empirically looked long and hard at methods for optimizing meetings.  The below research-based suggestions are some of the better strategies that I have encountered.

Studies conducted by Robert Perkins Ph.D. of Mercer University, found that leaders who were weak in process skills and focused solely on the content of their agenda, had less success in their overall goals.  In fact, when leaders were unaware that there was more to their meetings than the dimension of content, their meetings were much less satisfying, had higher levels of conflict, and a lack of buy-in.

On the other hand, leaders who attended to both process and content when facilitating a meeting, generated more successful meetings and outcomes.
 
So what are process skills?  Process behaviors can be proposing ideas, increasing participation, reducing tension, asking clarifying questions, summarizing, and testing for consensus.  Content behaviors can be giving information, seeking information, telling, and disagreeing/attacking.  One group of researchers found that CEOs who increased participation of their team with regard to strategic decision making, achieved better quality decisions.  The team perceived their leader as much more trustworthy and felt more satisfied and committed to implementation.

In contrast, leaders who gave their own opinions too frequently or aggressively, or who disagreed directly or attacked the opinions of others, held less successful meetings and had less participant commitment.

Here are some effective process behaviors and strategies that can help lead the way toward successful meetings:

1. Reduce Tension:  Conflict is bound to arise.  When it does, the best leaders use humor, especially self-deprecating jokes, to quickly reduce the tension and demonstrate that they aren’t taking themselves too seriously.  Poking fun at ourselves can evolve into a team trend that can be used when things get too heated to instantly lighten the tone.  This takes practice.
2. Ask questions:  Since the time of Plato and Socrates, the use of questions have intended to engage all members in dialogue.  Decreasing leader dominance is an effective way for teams to encourage the sharing and collaboration of ideas.  Clarifying questions intended to facilitate further discussion bring deeper understanding of problems and creativity in finding solutions.  The opposite shuts everyone down and restricts innovation.
3. Test for consensus:  A sure way to lessen commitment is to push through self-authorized agendas.  Instead, successful leaders make sure that they block any monopolization and domination of the discussion and bring non-responsive team members into the conversation.

All of the successful leaders who were studied followed the basics of how to run a meeting, such as routinely preparing agendas, adhering to time constraints (that is my pet peeve), and keeping discussions orderly and on topic.

Lastly, don’t think that being process-focused will leave you making decisions you can’t live with.  No matter how important it is to show your willingness to share the power and listen respectfully, no successful leader in these studies expressed a willingness to accept a group decision if they disagreed with the direction and predicted an unfavorable outcome.  The leader still holds the accountability of all decisions and everyone is usually understanding of this fact.

Hope this helps you prepare for your next meeting.

Editor’s Note:  This article was written by Dr. David Mashburn.  Dave is a Clinical and Consulting Psychologist, Partner at Tidemark, Inc. and a regular contributor to WorkPuzzle.  Comments or questions are welcome.  If you’re an email subscriber, reply to this WorkPuzzle email.  If you read the blog directly from the web, you can click the “comments” link below.