Psychologist offers tips for success in the meeting room. By Sarah Vaux, freelance writer.
The average businessperson spends three years of their working life in meetings and 80 per cent of those meetings are inefficient. This is the main finding of a survey by the organisers of the Business Travel Show.
The show joined forces with clinical psychologist and specialist in employee relations and motivation, Elisabeth Robson, to offer 10 tips for effective meetings.
'Most of the rules for running a perfect meeting may appear to be common sense,' said Robson. 'The problem is they have become so ingrained in our working lives, we seem to have forgotten even the most basic ground rules, starting with how, why, whether and when to have a meeting.'
1. Meetings should not be longer than one hour. The average adult concentration span is just 45 minutes. If long meetings can’t be avoided, then have a 10-minute break every hour.
2. Meetings should have a purpose. Remain focused, stick to the time limit and achieve a goal. Always prepare an agenda and brief your team. Always appoint a chair, to keep the meeting on track, and a minute-taker.
3. The perfect number of attendees is eight. If possible, never go above 12 or below five as this will affect the dynamic of the meeting.
4. You should not attend more than two meetings in one day. You will lose focus and interest with each successive meeting. You are also likely to resent the disruption caused to your working day.
5. Always hold meetings in the morning, as attendees are more alert then. In the afternoon, most people suffer from a post-lunch sugar low, which makes them sleepy. The perfect time is around 10am. This gives staff time to arrive at the office, settle in and prepare. It also gives external visitors plenty of time to find the venue.
6. Forget the marble and glass – professional meeting rooms should be formal, but inviting. Use lighting and furniture to make guests feel welcome and comfortable. Avoid making them feel too relaxed, however - they are there to work, not doze off. Try to use a round table: it avoids an obvious hierarchy and allows for eye contact, which encourages everyone to participate. Do not dictate the seating arrangement – people should feel comfortable and not manipulated.
7. Food should not be served within the meeting room. It’s too much of a distraction. If you are hosting a long meeting, feed guests beforehand. Lunch should be a light, refreshing menu. Warm, rich food will make guests feel sleepy. Avoid alcohol at all times - it affects cognitive functioning.
8. Respect the different cultures and customs of other attendees (Russians always seal a deal with vodka, so that puts paid to point 7! Ed). When greeting guests, shake hands; never kiss. Men should never shake a woman’s hand unless it’s offered to them.
9. Visual aids can add value to a meeting as long as the content is brief, easily digestible and relevant. The more senses we engage in a meeting, the easier it is for us to understand, process and recall information.
10. Off-site locations can be helpful. They are perfect for confrontational meetings (they neutralise the situation), where attendees need an incentive (they can provide a treat), or when special equipment is needed (for a team-building day, for example).