We all love meetings. Right? Right? OK, to be honest, many a meeting can be replaced by email. Moan as we’d like, meetings are an important part of any business culture.

Then comes this study from Software Finder (link below) that says 30% of workers surveyed use AI to skip meetings entirely. This number rises to 43% for Gen Z. As a leader, that means a significant portion of your team is tuning you out. Technology is great. The use of AI to take notes is a valuable tool. However, if your team is using this to skip your meetings, the problem is not technical – it’s the quality of your meetings.

Here are a few ideas for making meetings more efficient, effective, and – dare I say it – entertaining.

  1. Plan ahead – unless it’s an “all hands on deck” emergency give the team ample warning. Don’t call a 12:30 meeting at ten AM. Your team’s time is valuable. Give them enough of it so they can arrange their schedule accordingly.
  2. Be upfront – Clearly state the meeting’s purpose. If it’s regularly scheduled, like a department head meeting, all involved are in the loop. However, for an unscheduled one – put the purpose in the subject line.
  3. Have an agenda – Outline exactly how the meeting will unfold. This includes the topics that will be discussed and their order. As part of the agenda, lay out a timeline. Let the team know how much time they will need to budget for. Finally, send them the agenda well in advance of the meeting. This will allow them to prepare and focus.
  4. Appoint a timekeeper – As the meeting unfolds, keep track of time. Are you on schedule? Running long or short? 
  5. Be social – I’m not talking about posting pics on IG. Allow a bit of friendly conversation before the meeting begins. Was there a big game last night? What about the recent snowfall? What was the best thing you ate at Thanksgiving? This allows for team building.
  6. Encourage participation – Whether the meeting is on Zoom or in the conference room, make sure you include everyone. No one wants to hear you drone on for an hour. Elicit feedback. Brainstorm ideas. In the end, you have the bigger business card and can win any argument. Don’t abuse that power.
  7. Set expectations – Besides time, what do you expect to accomplish with this meeting? What are the next steps expected?
  8. Breaks – Any meeting over an hour should have a scheduled break. 
  9. Snacks – Make sure they are quiet ones. We don’t need to hear the crinkling of oat bar wrappers.
  10. Cell phones off – You can record the meeting notes and send them out later with any follow ups. Phones are a distraction. You need everyone’s undivided attention.
  11. AI - Use this tool to record all meetings, especially those conducted in-person. Then share the script as a post-meeting follow-up. 

There is a certain art to running a successful and engaging meeting. Read the room. Know what motivates (and turns off) your team. If they feel they are part of a solution, they will be more interested in participating.

Should we have a meeting about this?

https://www.msn.com/en-us/technology/artificial-intelligence/gen-z-is-using-ai-to-skip-a-mainstay-of-workplace-life/ar-AA1PJAiz?ocid=BingNewsSerp