Meetings are the bane of any corporate structure. Necessary for the company to function, but haphazardly executed, it is a corporate tool that everyone loves to hate. Yet, it is also a tool that is badly misunderstood.
As with any tool, meetings can be effective if executed well. One of the biggest challenges that faces meeting attendees is the myth of multitasking. A common sight in meetings is attendees coming into meetings hurriedly, propping open their laptops and sending out emails while “paying attention”. This often means, nobody is paying attention to anything, sometimes, even the organizer!
Instead, by forcing people to “check in” and “check out”, a pause mechanism is created. This “pause” grants attendees a chance to refocus, specifically on the meeting ahead. Asking people unrelated questions at the beginning of the meeting can feel like a waste of time but this intentional sharing molds the space for everyone by cleaning up the white noise. And, consequently, allows everyone to be more actively present in the meeting.
Guidelines to Implement
Be proportionate: This check-in has to be proportionate to the meeting length. Depending on people, time allotted can range from 5 minutes to 15 minutes. It is counter-productive to spend 15 minutes doing a check-in when the meeting is only 30 minutes. Also, time each attendees’ check in because the focus should still be on the meeting content and, this should not take over.
Draft questions appropriately: The above rule also applies to questions. Adjust the depth of your check-in question(s) according to the length of the meeting and potentially, the participants. Questions can be general like, “How are you feeling now/ at the end of the meeting?” or, “What energizes you today?” Don’t shy away from silly or funny questions like, “If you were an animal what would you be and why? Or, “How would you describe your mood today as a weather forecast?” The goal of the questions is for people to shift their thinking and zone-in on the present.
Consider the format: A popcorn style of sharing where people volunteer to answer the questions can be intimidating for some. You can also consider leaving it more open and broader, where people can share what is at the top of their head. The aim, whichever format you decide on, is to create an informal, yet intentional sharing.
Don’t forget to check out: Similar to the start of the meeting, people are usually in a hurry to get out. However, checking out should have the same deliberateness as the check in. Again, it doesn’t have to be formal but rather about shifting the thinking. So, you can even do a silly dance or shake your hands a specific way while waving goodbye! Be creative and have some fun while checking out of meetings