6 Questions to Ask Yourself
Before Scheduling a Meeting
Scheduling a meeting is a part of almost all of our work days. In fact, there are 25 million meetings per day in the United States. And, as you’d likely be quick to guess, not every meeting is useful. Additionally, executives consider more than 67% of meetings to be total failures. Even worse, companies waste more than $37 million each year on these unproductive sit-downs.
You’ve sat through your fair share of meetings that are total wastes of time. But, chances are, you’ve also attended a few that have been incredibly useful—they’ve sparked new ideas, inspired engaging conversations, and led to swift decisions. When you’re planning a meeting of your own, you undoubtedly want it to fall into that latter category. But, how can you do that? How can you ensure that your meeting will be gratifying instead of groan-worthy? It all starts with asking yourself these important questions—before you ever even send out a calendar invite.
1. What is the purpose of my meeting?
First and foremost, before scheduling a meeting, you’ll need clarity on the meeting’s purpose. Before sending out that calendar invite, ask yourself, “What exactly do we need to achieve?” This might seem basic, but you’d be surprised how many meetings meander aimlessly due to a lack of clear objectives. Whether it’s to finalize a project’s next steps, brainstorm ideas for a marketing campaign, or address a challenge, having a razor-sharp focus will guide the discussion and keep it on track. Remember, if the purpose of your meeting can be summed up in an email, skip the meeting.
2. Who should I invite?
Who attends your meeting can make or break its effectiveness. It’s crucial to curate your attendee list thoughtfully, including only those whose input is essential. This not only respects everyone’s time but also ensures that discussions are relevant and decisions can be made more swiftly. If you find yourself inviting someone just so they’re “in the loop,” consider a detailed follow-up email instead. This approach keeps meetings lean, focused, and far more productive.
3. Does this conversation need to happen in real-time?
In our digital age, not every discussion warrants a meeting. Before you block out time on everyone’s calendar, evaluate if this conversation could happen asynchronously, via email or a project management tool. This is especially relevant for updates or feedback that don’t require immediate back-and-forth dialogue. Reserve meeting time for discussions that truly benefit from real-time interaction, like complex problem-solving or creative brainstorming sessions.
4. What is the end goal of this meeting?
Every meeting should have a clear, actionable goal. This doesn’t mean just stating, “Discuss project X”; it means setting specific objectives like, “Decide on the launch date for project X” or “Identify three potential solutions for issue Y.” Clear objectives not only provide a sense of direction but also help in evaluating the meeting’s success afterward. And when setting these goals, make sure they are SMART: Specific, Measurable, Achievable, Relevant, and Time-bound.
5. How should I prepare for this meeting?
The adage “failure to prepare is preparing to fail” couldn’t be more true for meetings. A well-prepared meeting involves sending out agendas in advance, defining each attendee’s role in the discussion, and ensuring all necessary materials are reviewed beforehand. This groundwork maximizes the meeting’s efficiency, allowing more time for deep discussion rather than catching everyone up.
6. How should I follow up after the meeting?
The real test of a meeting’s productivity is seen in what follows. Effective follow-up means summarizing the meeting’s key points, decisions made, and next steps, then sharing this summary with all attendees and relevant stakeholders. Assign clear action items and deadlines to ensure accountability and track progress. This not only keeps the momentum going but also closes the loop, ensuring the meeting’s outcomes translate into real-world results.
Meetings, when executed well, can be powerful tools for collaboration, innovation, and decision-making. By applying these strategies, you’ll transform your meetings from time-consuming obligations into productive, engaging, and outcome-focused sessions. Remember, the goal isn’t to have meetings for the sake of meetings but to drive action, make decisions, and move forward more effectively as a team.
If you’re ready to schedule a meeting and want the best audio solution, reach out to Connex today!
