I’d be willing to bet that managing a better meeting isn’t tops on the majority of people’s 2014 goal sheets. But maybe it should be. Business meetings are a huge part of the leadership landscape. But to have WOW impact, they need to be focused on quality, not quantity.

Think about it. Most of us spend countless hours in face-to-face or virtual telecom business meetings. We meet, meet, and then meet some more to discuss our business plans and strategies. At times, even as the leader, all these meetings leave us feeling a bit “meeting’ed to death.” But meetings are an essential part of the WOW process. Meetings are where visions are shared, teams are inspired, and ah-ha epiphanies are elicited. They set the stage for one of the most essential, powerful, and vital WOW leadership skills—communication. And not just talk…not just business babble, rhetoric regurgitations, or empty, ego-stroking vernacular…but a clear, reciprocal, and meaningful give-and-take that addresses specific goals, ideas, and strategies.

As WOW leaders, we need to be great at meetings to achieve great results. Just like throwing a great party, it takes planning, initiative, and a detail-oriented mindset to pull off a WOW business meeting. And like a party, it’s not how many you host, but how well they are executed, enjoyed, and ultimately remembered. It’s about quality, not quantity.

Rather than call a business or team meeting on a whim or whenever anything needs to be discussed, think and plan your meetings carefully and strategically. Be sure they have a clear purpose, then stay focused on that objective. After all, not all team communication has to be done in a meeting format. Choose the right forum for your interaction before you hit that outlook meeting planner button and set the process in motion.

• Phone it In: There’s no need for a full-on meeting in certain situations. Pick up the phone if you have a question to ask, a comment to share, an update to give, or a brief check-in to make.
• Make it Personal: Not everything is a team When topics involve difficult information sharing, sensitive individualized information, or a personal discussion with one particular member of the team, don’t call a meeting. Instead, initiate a one-on-one sit down with the individual you need to address. The 1:1 interaction will allow you to keep focused, gauge body language when needed, and avoid needless extraneous or off-topic interference.
• Choose the Right Venue: When you decide you need a face-to-face team business meeting, the first decision to make is where it will be held. Are meetings always conducted at a corporate office location, or are team members more comfortable and productive at a local Starbucks? Is the meeting small-team based or large-scale oriented? Would a ballroom at the Hilton Hotel make more sense? The objectives should help shape your meeting location. Are you brainstorming with a core group of key players? Then perhaps a quiet retreat location in a warm climate (as opposed to Midwest sub-zero temperatures) would be ideal. Are you conducting a formal business review? Then a company boardroom is probably your best bet. To create the right environment to make the most of your meetings, be thoughtful about the location you choose.
• Cut the Cord: Having the courage to cancel a meeting is just as important as knowing when to call one. There are times when it’s ok—or even preferable–to pull the plug on a scheduled business meeting. When topics of conflict have been resolved, issues have been worked out, or information has already been adequately communicated, why keep a planned meeting in play? If you have a standing meeting (i.e. staff meeting), but the information to be discussed is no longer relevant, cancel the meeting. If the meeting priorities have weakened or are no longer pressing, cancel or postpone it!

When a business meeting is warranted, set your sights on managing a better meeting. The quality of a business meeting hinges on setting the objectives in advance, following through during the course of the meeting, and then following up afterwards.

In the next blog, WOW Meetings, I’ll continue to look at what to do before, during, and after a meeting to truly have the greatest impact.

–Sheri Staak