How to run a meeting that maximizes collaboration and efficiency

Knowing how to run a meeting is a critical office skill. Whether you’re leading a brainstorm or presenting results to a client, you need to communicate clearly and effectively. In the modern, distributed working world, technology can empower you to present anywhere. However, it can also throw your time-tested (or still-developing) skills some curveballs that require adjustment.

If you’re ready to bring your meeting leadership into the 21st century, this guide will provide actionable tips and strategies to help you do so.

Team meetings are a double-edged sword. On the one hand, they can serve as a time-efficient way to get employees on the same page and working toward the same goals. On the other, unnecessary small talk or unfocused discussions can cut into productivity. That's why it's critical to learn how to run a meeting at maximum efficiency.

Communicating effectively

Look directly at workers while speaking to keep them engaged.
Speak at a calm, even pace, and try to avoid filler words such as “um,” “sort of,” and “like.”
Listen actively so that you can hear other participants, consider their input, and respond intelligently.

Strategies for effective meetings

Set specific goals

Without a clear goal, meetings can easily devolve into small talk and clock-watching. To keep discussions running on schedule, craft specific objectives for each meeting. These goals should be short, direct statements, such as "Generate three new content ideas." You'll know a meeting is finished once that goal has been met.

Structure your agendas

If you're wondering how to improve meeting efficiency, try writing a detailed agenda. Start by writing down all the topics you want to discuss, setting goals for each discussion, and providing a ballpark estimate for how long each discussion will take. Refer to this agenda as a guide during the meeting to avoid getting bogged down in unnecessary dialogue.

Promote active participation

Although most meetings benefit from a leader, the best results come from collaboration. To ensure everyone has their voice heard, stop regularly for questions or comments. When workers speak up, encourage their colleagues to respond. You can also share the agenda in advance so teammates can prepare questions and thoughts.

Read more about leading effective meetings in How to Improve Team Meetings: Maximize Productivity with These 7 Tips.

Did You Know? The RICOH Meeting 360 can automatically adjust to ambient lighting levels and exposure, giving participants a more natural look. Shop for the Meeting 360 now.

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Giving more effective presentations

Knowing how to run a meeting well can have a direct effect on several facets of your business. It can empower you to quickly and clearly communicate with your teams, allowing for more productive work. It can also earn additional funding from leadership and sway potential clients.

Tips for developing your deck

Set an overarching goal for your presentation, and make sure each element contributes to that goal.
Choose three specific takeaways that support your overarching goal.
Use compelling graphics to make data more digestible.

Strategies for successful presentations

Craft a narrative

Every presentation has a story to tell. The clearer that story, the more effective the presentation. Consider what story you're trying to tell. Break the steps in the story down into chapters, paying attention to the logic that brings the viewer from one chapter to the next. Focusing on the story can help keep your audience engaged.

Prepare plenty

Before a presentation, review your talk tracks until you — and any other speakers — have it down cold. Those speakers should also have access to the presentation, and everyone should know who's responsible for advancing the slides. Test any technology you plan to use, including microphones and cameras.

Expect questions

Even the best presentations may leave room for ambiguity. Rather than try to preempt every possible question, focus on delivering a strong presentation and be ready to answer questions afterward. If you don’t know an answer, make it clear who will find that answer and when they'll deliver it.

Read more about giving presentations in How to Give an Effective Work Presentation.

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Improving meeting accessibility

Remote work rose to new prominence when workers around the world were forced to stay home during the COVID-19 pandemic. Employees and employers realized that distributed teams could be just as effective as fully in-office ones. As remote work has grown more popular, organizations have realized that they need new tools and workflows to keep employees productive no matter where they work.

How remote meeting software helps

Ensures remote and hybrid employees can easily join meetings.
Puts remote and in-office workers on equal footing.
Unifies scheduling to make it easy to find times that work for everyone.

Level up remote meetings

Outfit your employees

Your organization can't control the technology used by external clients, but it can ensure your employees have what they need to video conference effectively. In the office, that means installing high-quality cameras and microphones in conference rooms. For distributed employees, it means providing webcams and microphones.

Record your meetings

Sometimes, scheduling conflicts will prevent some team members from attending an important meeting. To get them back up to speed, use your video conferencing software's option to record the meeting. Any absentees can then view the recording later. This trick is especially useful for training sessions, guest speakers, and company all-hands.

Follow up after meetings

Rather than rely on attendees to remember everything from a meeting, send a follow-up email that summarizes important notes. List any action items discussed and tie them to whoever is responsible for their completion. You can also ask for feedback on the meeting, allowing you to improve your understanding of how to run a meeting effectively.

Read more about running remote meetings in Remote Meetings: 7 Ideas That Improve Accessibility.

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Creating a healthy hybrid culture

Even as many employees thrive in the flexibility of the hybrid office, managers and leaders have found it challenging to build a cohesive culture in their distributed teams. Technology can help to supplement community-building efforts, but culture starts with human connection. Here are some ways to find that connection, even over WiFi.

Building a strong hybrid culture

Set up onboarding processes that accommodate both in-person and remote employees.
Design clear policies around work schedules, expectations, and goals for both groups.
Make it easy for remote employees to participate in workplace activities virtually.

How to run a meeting remotely

Remember the human

When scheduling meetings, remember that remote employees may clock in from different time zones than you. Try to accommodate those differences as much as possible. While workers settle in, you can use ice breaker questions to help them get to know each other and build camaraderie.

Listen to participants

Remote conferencing software typically comes with several tools that can help you run orderly meetings in which everyone feels heard. For example, many include a "raise hand" feature employees can use to signal when they want to talk. Some workers may prefer to type in the chat. Be sure to read what they write to make them feel heard.

Share and engage

It's much easier to follow a presentation if you have the relevant materials. Engage your team by sharing your screen during a presentation or uploading the deck to a company drive. You can also use polls, breakout rooms, and virtual whiteboards to turn engagement into collaboration.

Read more about fostering a hybrid culture in Why Inclusive Meetings Win in Hybrid Culture.

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Breaking the ice

Meetings can feel awkward to start for many reasons. Skipping straight to the business at hand is often too impersonal. On the other hand, unstructured small talk can easily eat up too much time without contributing to goals. Ice breaker questions are a great way to get meetings started in a less-formal but still productive manner.

Tips for using ice breakers

Build your ice breaker into the agenda to avoid feeling rushed.
Recognize when an agenda is too crowded for an ice breaker.
Answer the ice breaker question first to give teammates time to think.

3 classic ice breakers

"What's the best concert or performance you've ever been to?"

Culture is one of the most powerful connectors, and live events bring culture to life. When you ask teammates to remember their favorite performances, they can relive the moment, gush about their favorite art, or tell funny stories about their experiences. All three can help their colleagues connect with them.

"What's something you've learned on the job in the last three months?"

This option is slightly more work-related but still offers an opportunity to share unusual tidbits. Employees can poke fun at themselves by talking about something they should have known all along, or they can share useful insights their coworkers may have not learned yet. The question is open-ended enough to allow for a variety of answers.

"What's the most fun you've ever had at work?"

This question works both as an ice breaker and as a sneaky bit of research. As employees share their stories, you can take note of what work events have been successful and why. When you wrap up the discussion, you'll have gained valuable info to help you plan your next event.

Read more about ice breakers in Our Top 10 Favorite Ice Breaker Questions for Work Meetings.

Did You Know? You can get even more out of the RICOH Meeting 360 by downloading the free companion app. Use it to easily change screen layouts, adjust network settings, and make sure your firmware is up to date. Click here to learn more.

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Our recommendation: RICOH Meeting 360

Looking for a way to upgrade your hybrid meetings? Try the RICOH Meeting 360. Its dual high-resolution cameras help ensure everyone is seen. They pair perfectly with the Meeting 360's 3-microphone array, which allows the device to identify and highlight speakers automatically. That keeps remote workers engaged and lets in-person workers know they’ll be heard. Plus, thanks to acoustic echo cancellation technology, the conversation stays clear and easy to understand. Click here to learn more.

Note: Information and external links are provided for your convenience and for educational purposes only, and shall not be construed, or relied upon, as financial or legal advice. PFU America, Inc. makes no representations about the contents, features, or specifications on such third-party sites, software, and/or offerings (collectively “Third-Party Offerings”) and shall not be responsible for any loss or damage that may arise from your use of such Third-Party Offerings. Please consult with a licensed professional regarding your specific situation as regulations may be subject to change.

How to run a meeting that maximizes collaboration and efficiency

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