No more endless meetings: how to communicate efficiently and purposefully

No more endless meetings: how to communicate efficiently and purposefully

Oh, meetings! Who doesn’t know them? Those endless meetings that drag on like chewing gum and where you wonder whether they will ever come to an end. You sit there, listen to the same old discussions and wonder why you’re even here. And then, after two hours, you leave the meeting with the feeling that nothing has really been achieved. Does that sound familiar to you?

But wait a minute! Before we look for the meeting organizer to blame, we should take a look at ourselves. Yes, that’s right, we as participants are also partly to blame for the fact that meetings are ineffective and time-consuming. In this article, I would like to give you as a coach some tips and advice on how you as a participant can contribute to more effective meetings:

1. Do I really have to take part? Think about whether your presence is really necessary and what contribution you can make.
2. Preparation is key: read the agenda in advance and prepare for the topics.
3. Punctuality: Be punctual and respect the time of the other participants.
4. Technical equipment: Make sure that your technical equipment works to avoid interruptions.
5. Take notes: Keep a written record of important points and tasks to keep an overview.
6. Take responsibility: Make sure you meet your tasks and deadlines.
7. …

Yes, these general tips are important and helpful. But how we communicate plays a crucial role. That is why I would now like to highlight three key aspects that can help you to improve your communication skills and thus increase the efficiency of your meetings.

Being present and actively listening

Listen carefully and show that you value the contributions of others. Be mindful and focused. The number of meetings increases over time as hosts realize that despite meetings, the information is not getting through to the participants. This leads to more and more meetings and extra work on the side, which ultimately becomes a vicious cycle. Avoid distractions such as checking emails or messages during meetings (after all, you have carefully considered beforehand that you want to participate here, see no. 1 above). Active listening promotes a constructive discussion and helps to avoid misunderstandings.

Communicate clearly and concisely

Formulate your statements clearly and concisely. Avoid long monologues and get to the point quickly. Here are some specific tips on how you can do this:

• Use bullet points to structure your thoughts.
• If necessary, take notes before you speak to organize your thoughts.
• Summarize your statements in one or two sentences.
• Ask specific questions to eliminate ambiguities and drive the discussion forward.
• Have the objective of the meeting in mind before you speak to ensure that your contributions are relevant and targeted.
• Make sure that your statements are clear and understandable to avoid misunderstandings.

Taking responsibility and giving proactive feedback

Take responsibility for the quality of meetings and be proactive when it comes to giving feedback. We all contribute to the meeting culture! If you notice that certain aspects of the meeting are not working well, address this politely and respectfully. Constructive feedback helps to continuously improve the quality of meetings and ensures that future meetings are more efficient and productive.