Level Up Meeting Productivity with Action-Oriented Meeting Agendas

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Level Up Meeting Productivity with Action-Oriented Meeting Agendas https://speakerdeck.com/caitlinhathaway @CaitlinTheSEO Caitlin Hathaway MVF Global

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@CaitlinTheSEO | #BrightonSEO

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Never again! @CaitlinTheSEO | #BrightonSEO

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Not all meetings are productive! We've all been in meetings that were a complete waste of time. @CaitlinTheSEO | #BrightonSEO

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What you will learn today: - What the meeting productivity landscape looks like - How to create an actionable meeting agenda (and a template to do this) - Best practices and rules to improve your meeting culture @CaitlinTheSEO | #BrightonSEO

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@CaitlinTheSEO | #BrightonSEO

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What does the meeting productivity landscape look like? @CaitlinTheSEO | #BrightonSEO

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Sensortower Since the pandemic started, there has been an explosion of daily users on virtual conference apps… @CaitlinTheSEO | #BrightonSEO

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Has the amount of meetings you’re involved with changed since the start of Covid? @CaitlinTheSEO | #BrightonSEO

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The Economist This came with increased number of meetings, and more attendees per meeting… @CaitlinTheSEO | #BrightonSEO

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No. of meetings attended per week Responses No. of meetings attended Hours spent in meetings On an average week… @CaitlinTheSEO | #BrightonSEO

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Look familiar? @CaitlinTheSEO | #BrightonSEO

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@CaitlinTheSEO | #BrightonSEO

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But are additional meetings helping us to thrive? Or are they hindering productivity? @CaitlinTheSEO | #BrightonSEO

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● 24 billion hours are wasted each year as the result of unproductive meetings. ● U.S. businesses lose $37 billion a year to unproductive meetings. ● Only 37% of workplace meetings actively make use of agendas. Zippia The Meeting Productivity Landscape @CaitlinTheSEO | #BrightonSEO

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@CaitlinTheSEO | #BrightonSEO

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How productive do you find the meetings that you’re involved in? @CaitlinTheSEO | #BrightonSEO

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What is your top priority that would help make your meetings more productive? @CaitlinTheSEO | #BrightonSEO

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How often do you use an agenda in your meetings? @CaitlinTheSEO | #BrightonSEO

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Creating the meeting agenda @CaitlinTheSEO | #BrightonSEO

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What is a meeting agenda? A meeting agenda consists of a list of topics and action items you’re looking to discuss during the meeting. - Fellow.app @CaitlinTheSEO | #BrightonSEO

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Key details Agenda topics Action items Conclusion @CaitlinTheSEO | #BrightonSEO

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Agendas evolve the ways that meetings are created and structured. Structure Collaboration Purpose Inclusivity @CaitlinTheSEO | #BrightonSEO

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Select a cloud-based note-taking app to create / host your agendas @CaitlinTheSEO | #BrightonSEO

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Key details belong at the top of the agenda Title Date Attendees Time Resources Key Details Topics Action Items Conclusion Preparation Objective @CaitlinTheSEO | #BrightonSEO

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Determining an objective A meeting objective is a simple statement that defines the desired outcome of the meeting. Objectives help you structure the agenda! @CaitlinTheSEO | #BrightonSEO Objective types typically include: ● Planning ● Decision-making ● Problem-solving ● Ideation

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Planning: Plan steps to complete migration project, assign steps to team members and set deadlines for the completion of each step. Decision-making: Decide on if we need to scale up the hiring initiative set forth at the start of this year. Ideation: Brainstorm Q4 campaign ideas for X subcategory. Examples of objectives Use SMART principle to help create objectives. @CaitlinTheSEO | #BrightonSEO

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How long does it take you to prepare for a single meeting on average? No. of Responses @CaitlinTheSEO | #BrightonSEO

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Make preparation the norm! ● Review and contribute ● Read all linked materials ● Encourage attendees to ask questions ahead of time @CaitlinTheSEO | #BrightonSEO

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Schedule 30 mins at the end of each day for prep. Allocate time for prep @CaitlinTheSEO | #BrightonSEO

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Qualifying attendees 1. Attendee is a key decision-maker for the items on the agenda 2. Has the information needed to move forward on matters 3. Objective is related to a mutual issue that need to be solved 4. Can help with implementing the decisions @CaitlinTheSEO | #BrightonSEO ● Only invite absolutely necessary people! ● Avoid duplication (people in same role)

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Agenda Topics Topics are specific items of discussion which are related to the meeting objective. Enables focused, collaborative discussion. Key Details Topics Action Items Conclusion @CaitlinTheSEO | #BrightonSEO

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● Topics are added in before the meeting. ● Attendees can review talking points and contribute in advance. ● Topics are used for note taking during the meeting. @CaitlinTheSEO | #BrightonSEO

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Capture important notes during the meeting After: Before: @CaitlinTheSEO | #BrightonSEO

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Only note the following: Do note: Decisions Results / Outcomes Action Items Conversation Debates ✔ Don’t note: ❌ Doc summaries @CaitlinTheSEO | #BrightonSEO

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Be careful with adding ‘broad’ agenda topics Broad, open-ended topics open the door for discussions to go off-tangent. Topics that go off-tangent and can be timely (and costly!) @CaitlinTheSEO | #BrightonSEO

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Tweaks to make topics more focused ❌ Avoid: Metrics review Upcoming tasks Q3 hiring plan Research new SEO tools Discuss the top 3 priority tasks for upcoming week Review September’s actual KPIs against goal KPIs Determine budget and timeframe for Q3 hires ✔ Instead: Decide on new SEO tool requirements and budget @CaitlinTheSEO | #BrightonSEO

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Appoint minutes to topics to help the agenda stay on track. Tag attendees to a topic to own and discuss in the meeting. @CaitlinTheSEO | #BrightonSEO

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Action Items Action items are added in during the meeting! An action item is a task that someone needs to complete outside of the meeting. Key Details Topics Action Items Conclusion @CaitlinTheSEO | #BrightonSEO

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❏ [TASK OWNER] will complete [SPECIFIC TASK] by [DEADLINE]. Completion Accountability Action Time-bound @CaitlinTheSEO | #BrightonSEO

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❏ [TASK OWNER] will complete [SPECIFIC TASK] by [DEADLINE]. ❏ Luke will grant Leia access to GSC property straight after the meeting. ❏ Shrek will complete the page quality review and send to Fiona by EOD. @CaitlinTheSEO | #BrightonSEO

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Key Details Topics Action Items Conclusion Conclusion / Wrap Up Always allocate some time at the end for questions / more clarity needed to help achieve the set objective. @CaitlinTheSEO | #BrightonSEO

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Copy the template: https://bit.ly/bSEOMeetingAgenda @CaitlinTheSEO | #BrightonSEO

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Setting meeting rules and best practices @CaitlinTheSEO | #BrightonSEO

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@CaitlinTheSEO | #BrightonSEO Have any of the following issues occurred in your meetings?

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Who creates the agenda? Organiser’s responsibility: Create, structure and distribute the agenda in advance. Attendees’ responsibility: To review/add to agenda topics beforehand and complete assigned prep. 👉 The organiser @CaitlinTheSEO | #BrightonSEO

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Always share agenda in 👏 ADVANCE 👏 Share the meeting agenda at least 24 hours before the meeting. The sooner the better! Always add agenda to the calendar invite: Can circulate the agenda on: @CaitlinTheSEO | #BrightonSEO

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Add agenda, objective, and required prep into the calendar invite description Attach agenda link! @CaitlinTheSEO | #BrightonSEO

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Assigning notetakers ● At the start, ask for a volunteer notetaker. ● Round-robin - new notetaker per topic. ● Choose a different team member to run agenda (if a recurring meeting) @CaitlinTheSEO | #BrightonSEO

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The organiser can share their screen to show agenda notes being captured. ● Everyone can see what’s being written in real-time ● Offer feedback on language @CaitlinTheSEO | #BrightonSEO Improving note taking visibility

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Sometimes, a meeting isn’t the right format to collaborate… @CaitlinTheSEO | #BrightonSEO

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Types of collaboration include: Sharing information Gathering answers / feedback Updates Walkthrough of complex issues Recurring meetings Discussion Sensitive issues Decision-making @CaitlinTheSEO | #BrightonSEO

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Sharing information Gathering answers / feedback Updates Walkthrough of complex issues Recurring meetings Discussion Sensitive issues Decision-making Meeting Email / Message Appropriate formats @CaitlinTheSEO | #BrightonSEO

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Meetings are often accepted automatically without challenging the need or value of. Empower attendees to decline the invite if they feel like they can’t see/add value to that meeting. @CaitlinTheSEO | #BrightonSEO

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1. Is there an agenda so I can gain context on the objective and topics? 2. Do I add value by attending? 3. Am I the right person to attend this meeting? 4. What else could I use this time for if I declined the invite? Saying NO to meetings @CaitlinTheSEO | #BrightonSEO

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Elon Musk on meeting culture at Tesla Walk out of a meeting or drop off a call as soon as it is obvious you aren't adding value. It is not rude to leave. It is rude to make someone stay and waste their time. @CaitlinTheSEO | #BrightonSEO

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@CaitlinTheSEO | #BrightonSEO

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Late meeting starts Start on time as scheduled. Move any topics belonging to absent attendees at the bottom of the agenda. @CaitlinTheSEO | #BrightonSEO

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Encouraging more participation from attendees Ask for input from everyone Call on low contributors Ask everyone to add to the agenda and own their topic Go all the way around the room and let everyone add their insight. Call on specific people to share their points of view. Helps encourage them to naturally own and talk about their points. @CaitlinTheSEO | #BrightonSEO @CaitlinTheSEO | #BrightonSEO

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Always read the agenda before attending Round-robin of discussions to encourage participation Docs are always screenshared Each participant owns 1 talking point of agenda Be ready to contribute an update on their responsibilities or tasks Arrive to meetings with talking points or potential questions Adapt to feedback and create your own best practices that work for your team @CaitlinTheSEO | #BrightonSEO

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After this session, I hope you DON’T schedule another meeting about meetings… ;) Let’s end the meeting madness once and for all! @CaitlinTheSEO | #BrightonSEO

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Thank you! :) Find my slides: https://speakerdeck.com/caitlinhathaway Meeting agenda template: https://bit.ly/bSEOMeetingAgenda @CaitlinTheSEO Enjoy the rest of BrightonSEO!