We’ve all been in an unproductive meeting. Whether it’s a meeting we probably didn’t need to be in in the first place or a team discussion that seems to be going around in circles, unproductive meetings suck. You could be using the same time to do so much more.
Unfortunately, meetings are often necessary. They help teams align and catch up with what each other are doing, but external chit-chat should be kept to a minimum. If not, that half an hour meeting before lunch suddenly takes up your break and beyond. And nobody wants that.
That’s why finding a way to make meetings super productive and focused can help you regain back some of your days while also ensuring everyone knows what they need to do after the meeting. What’s more, a productive meeting always makes you feel a little more motivated and keener to work. Plus, you’ll likely never miss a lunch break again.
How to Keep the Focus in a Meeting
In order to do this, we’re going to dive into the six-hat approach that a small business coach will often implement into a new business. As an employee or manager, you’ll likely have to wear a variety of different hats within the working day. But for meetings, it’s the blue hat we’re going to focus on.
While you’re more than welcome to buy yourself a hat, the blue hat is more metaphorical; it’s a state of mind. If you’ve ever done the color personality test at work, you’ll know that ‘blue people’ are organized and detailed – the perfect combination to help you make your meetings more productive. (There are also red, green, and yellow personality traits, so it’s definitely worth finding out which color you are and how you can better interact with others).
Whether you take on the role of the blue hat or designate someone to do it instead, this person should be asking direct questions that can shape the meeting:
- What is the purpose of this discussion?
- What is the outcome?
- What are the next steps to take?
- Who is responsible?
- When will the work be completed?
These questions are great for bringing everyone back to the topic at hand and ensuring everyone knows what’s required when they step out of the meeting.
The Role of the Blue Hat
During the meeting, the blue hat will need to keep everyone on track. At the start of the meeting, they will frame the discussion with a question about what the meeting is about and what the team wants to get out of it.
It’ll be your responsibility to keep a record of what’s discussed throughout the meeting, which can later be referred back to.
In the end, the blue hat can lead the discussion into how these topics can be turned into actionable work for each member of the team. You might also want to send a follow-up via email to summarize the whole thing.
With a strict structure, your meetings can be a positive and productive use of time. We hope this post has been helpful to you. This is one secret most business owners and managers wish they knew about making their meetings productive. You can also check some of our other posts to learn various ways to motivate your team and move your business forward.
