How do you run a more meaningful meeting? This presentation outlines meeting tips from the pros, our agency’s standards for better meetings, and a whole list of resources.

1. Let's meet.
BY JESSICA MILLER
THE PR 20/20 GUIDE TO MEANINGFUL MEETINGS
We meet a lot ... with colleagues, clients, boards and networks.
Meetings are some of our most important communication opportunities.
Whether running or attending a meeting, there's a service level standard expected
across the agency. This deck outlines top meeting tips, resources and standards.

2. MEANINGFUL MEETINGS
According to The Muse:
Middle managers: 35% of time
Upper management: 50%
4+ hours / week prepping for
status meetings
Causes of un-productivity:
Multi-tasking
Remote participants are not
engaged
Lack of planning and structure
WHY DO WE CARE?
AND THEY'RE NOT
PRODUCTIVE ...

3. MEANINGFUL MEETINGS
BOOKS COMPANIES CONSULTANTS
Expert Tips

4. Read this before
our next meeting.
Meet only to support a decision that has already been
made.
Move fast. End on schedule.
Limit the number of attendees.
Reject the unprepared.
Produce committed action plans.
Refuse to be informational, Read the memo, it's mandatory.
Work with brainstorms, not against them.
7 PRINCIPLES OF THE MODERN MEETING STANDARD:
Source: Read This Before Your Next Meeting: The Modern Meeting Standard for
Successful Organizations

5. Start on time,
end on time.
If you're leading a meeting, arrive early and start on time.
If you're attending a meeting, show up on time.
If the person leading the meeting isn't there on time, leave after 10
minutes (and after a reminder call / email).
Respect your colleagues' time, and ask for the same in return.
Make exceptions as needed,
but don't set a standard for late / overrun meetings.
Source: Robert Solomon, via The Art of Client Services

6. Have an agenda,
and stick to it.
Create the agenda in advance to determine if you need to meet,
who to involve, and what prep is expected pre-meeting.
The agenda is your guide, but don't let it control you -- you control it.
Go with the flow when an unexpected but promising turns happens.
Source: Robert Solomon, via The Art of Client Services

7. Be brief,
be bright,
be gone.
Come prepared. Be concise.
Once you have buy-in, move on.
If you continue to talk, you might talk people out
of what they just agreed to.
Source: Robert Solomon, via The Art of Client Services

8. Lead the
meeting, don't
tyrannize it.
Your role: guide discussion, keep everyone on track,
actively seek participation to make sure all voices are heard,
accomplish the meeting goal.
Have a well-defined ending,
where you recap any decisions reached, next steps, and who owns them.
This requires you listen well and take notes.
Source: Robert Solomon, via The Art of Client Services

9. Always
follow up.
Follow up in writing on every meeting, call, decision.
Secure closure and clarity. Create an audit trail.
Source: Robert Solomon, via The Art of Client Services

10. How Google Meets
Every meeting needs a leader.
Every meeting needs a clear purpose & structure.
Meetings for sharing info / brainstorms still need a leader.
Have a meeting only if it is necessary.
Don't include more than 8 people.
Only include necessary people, and no more.
Strictly follow time constraints.
Be fully present in the meeting.
Source: Eric Schmidt, via How Google Works

11. MEANINGFUL MEETINGS
PREPARED ATTENTIVE BETTER
Agency Promise

12. Pre-Meeting
Set meeting outcome.
Draft an agenda.
Secure space and technology.
Determine attendees.
Prepare materials in advance.
Give people adequate time to review materials.

13. Meeting Kickoff
Arrive early.
Turn off notifications, clear screen for sharing.
Test technology.
Smile while speaking (you can hear it).
Make small talk, make introductions.
Address each person present on the call.
Set up call context with a high-level reminder on desired
outcome -- and how we'll get there (agenda).
Make connections as needed.

14. If you want to have a more productive meeting,
focus on a strong opening. A good start to a
meeting is like an overture: It sets the tone,
introduces the major themes, and provides a
preview of what you can expect.
- Liane Davey
Liane is author of author of You First: Inspire Your Team to Grow Up, Get Along, and Get
Stuff Done and a coauthor of Leadership Solutions: The Pathway to Bridge the Leadership Gap.

15. Guide Discussion
Softball prompts: "Kristen, can you give the team an update
on project A?" OR "Alice, were you able to collect feedback to
post B about topic C? Can you share with us?"
Know when to follow-up on items after the meeting.
Pickup on the subtext.
Be consultative (avoid yes-man syndrome).
Bring ideas.
Have follow-up questions in mind.
Avoid monologues.
Be mindful of time.
Take notes.

16. Close the Loop
Conclude with a summary: outcome, next steps, owners.
Thank the participants for their time and input.
End on time, or ahead of schedule.
Follow-up with meeting notes, which bring action items
clearly to the top.
Remember to send quick wins / resources -- for example, an
article on a topic mentioned on the call.

17. What else?
ANY ADDITIONAL TIPS FOR THE TEAM?
MEANINGFUL MEETINGS

18. Resources
hbr.org/topic/meetings, for titles like:
PR 20/20 Library, for titles like:
How to Design Meetings Your Team Will Want to Attend
The Right Way to Start a Meeting
How to Raise Sensitive Issues During a Virtual Meeting
How to Get Your Team to Follow Through After a Meeting
How to Establish a Meeting-Free Day Each Week
Read This Before Your Next Meeting: The Modern Meeting Standard
How Google Works
the Art of Client Service (p. 77-78)
Managing the Professional Service Firm
Traction
MEANINGFUL MEETINGS