The Four People You Don’t Want in Your Meetings

If we had a nickel for every meeting we’ve sat in that was completely unnecessary, we’d be rolling in dough. Unfortunately, meetings are an unavoidable part of corporate culture, whether you’re at a big or small outfit.  Of course, we’ve all been invited to meetings with 20-plus people, no schedule, goals, or next steps and afterwards lamented the myriad ways in which we could have spent the last two hours more effectively. In fact, a recent survey by recruitment firm Robert Half International showed 28 per cent of meetings were viewed as unnecessary or unproductive and executives felt preparation time, meetings and follow-up represented a significant block of time they could better spend elsewhere.

When done correctly, meetings can be a great place to communicate your ideas and thoughts, brainstorm with others and raise important questions. You have a captive audience, a goal in mind, and a platform that lends itself to discussion. Some people, however, don’t know the right way to participate in meetings and, as a result, can derail the whole process.

Here are the four types of communicators we’ve witnessed in meetings time and time again (and wished we hadn’t):

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PREPARE FOR A MEETING LIKE YOU’RE PACKING FOR A TRIP

This week, half of the BYOBP duo heads off to fulfill a dream first conceived in 7th Grade Social Studies — to see the Galápagos Islands. Years of pining and planning now hinges on making sure everything that’s needed ends up in the suitcase (and with her on the plane, of course!).

Funny…going through the process mirrors something we learned from a mentor about prepping for an important meeting: Come packing. We wouldn’t dream of heading off to see the Puffins or Blue-Footed Boobies without the right equipment to record the trip or shield us from the elements. The same holds true for meetings: We make sure to come to the table armed with information, knowledge of the topic at hand and fresh ideas to move the conversation along and make our points effectively.

So, how can you make sure you come armed and ready for any meeting, large or small?

Know where you want to go.
It stands to reason: You can’t get to your destination if you don’t know where you want to go.  If you’re hosting the meeting, have an agenda.  There’s nothing we hate more than going to meetings with no agenda — they usually end up accomplishing nothing because no one knows what the end goal was before they arrived.  Being crystal clear about your goals can keep the conversation moving in the right direction.

Use your key messages as your guide.
Key messages are the GPS of your conversation. While you may not have that annoying woman (or, if you prefer, Daria or Darth Vader) commanding you to “TAKE A RIGHT IN 10 FEET,” having thought-out understanding of what you want to say will help prevent you from wandering into dangerous territory. We’re not suggesting that you be stilted; just map out some thoughts so you can speak in the most compelling way about your subject of choice.

Be prepared with options.
Anyone who has ever packed for a trip knows that it’s challenging to say the least. You want to bring the necessary items, but also want to include enough stuff to have some flexibility while away. When “packing” for meetings, be sure to keep a few alternatives or “work arounds” in your back pocket, just in case you need to switch it out mid-meeting. Try to anticipate negative feedback or stumbling blocks and draft some responses to have at the ready.

When it comes to meetings, how do you “pack it in” to prepare? Let us know at Facebook or Twitter (@BestPublicist).