This meeting could have been an email...

During the break of the 'Future Thinking' training I facilitated yesterday, Katrien told me she saw little chance of putting what she learned into practice, because she constantly spent her time in meetings. And that those meetings were not only time-consuming, but bluntly a waste of time. Often she just sat listening to topics that did not concern her at all. Nice to know, but not useful in the slightest...

When she asked me what she could do about this, I could reassure her: "You can really count yourself lucky, because you are not the only one in the world in that situation at all!"

What Katrien feels stems from a misunderstanding about what a meeting is really supposed to be. Meetings are not just meant to convey information; they are opportunities to bring diverse insights and ideas together to create something bigger.

Are you misusing meetings too?

As soon as something needs to be shared with multiple people, the standard reaction seems to be: "Let's schedule a meeting." Then the invitations fly around, and you see your diary filling up with back-to-back meetings. But too often those meetings turn into presentations or status updates that could just as well have been in an email. This misuse of meetings not only wastes time, but also undermines the real potential for collaboration.

Irritation all around

If meetings are not used well, the consequences are noticeable. Participants do not feel involved, get frustrated or are even angry about the time lost in a meeting that adds little value. In the long term, a culture emerges where meetings are something to dread, instead of an opportunity for connection and progress. But the real sin is that this time could have been spent much better on meaningful collaboration.

I often illustrate this using the following metaphor: You fill a room with supercomputers. You turn one on and put the rest in sleep mode. Or; you let them all network with each other and exchange information. The choice is yours!

Reframe 'meeting' to 'collaborating'

The key to change lies in understanding the real purpose of meetings. In our book: "Facilitation is a Game!" we explain the techniques of how you can transform your meeting moments into collaboration moments. When a meeting is facilitated well, it turns into a place where different perspectives come together, where participants engage in conversation, challenge each other and come up with solutions together that would never have arisen separately.

Here are a few strategies to ensure that your meetings are more than just extended emails:

Before you schedule a meeting, ask yourself whether the purpose is simply to share information or to generate new insights. If it is the former, consider whether an email is sufficient. If it is the latter, think about how you can set up the meeting to get maximum involvement and contribution.
A meeting must be designed in such a way that all participants actively contribute. Use methods such as working together in small groups or open discussions to ensure that everyone gets the chance to bring in their unique perspective.
See meetings as opportunities to connect different insights. Encourage participants to build on each other's ideas, challenge assumptions and come up with stronger solutions together. The goal is not just to convey information, but to create something new together.
The role of the facilitator is to make meetings productive. Instead of doing the talking yourself or stringing presentations together, as a facilitator you will support the interaction and decision-making, help to bring insights to the surface and keep the discussion on track.

A strategic tool for collaboration

When used well, meetings are a powerful tool for collaboration and innovation. They become places where ideas are exchanged, connections are made and new solutions are created together.

Do you want to deepen your facilitation skills and ensure that your meetings are always purposeful and engaging? Then grab "Facilitation is a Game!" by Steff and Karl, packed with valuable insights and practical tools to make every meeting something special.

Or register for the 'Facilitation' Masterclass on 24 and 25 October. See below.

By Steff Vanhaverbeke