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9 Tips for Meetings that are Faster, More Fun, and More Focused
How LinkedIn Execs Run Meetings
Have you
ever felt
frustrated
during a
meeting?
cc:	
  Cubmundo	
  -­‐	
  h-ps://www.flickr.com/photos/55499300@N06	
  
The more senior you
become, the more time
you’ll spend in meetings.
cc:	
  Thomas	
  Hawk	
  -­‐	
  h-ps://www.flickr.com/photos/51035555243@N01	
  
Focused attention =
manager’s most important resource
Improving meetings =
massive opportunity to boost
productivity
cc:	
  Chris	
  Smith/Out	
  of	
  Chicago	
  -­‐	
  h-ps://www.flickr.com/photos/65315936@N00	
  
Great meetings include:
Thoughtful preparation and balanced discussion,
leading to a decision and commitment to action,
followed by execution thereafter.
cc:	
  InternaKonal	
  Railway	
  Summit	
  -­‐	
  h-ps://www.flickr.com/photos/129818214@N05	
  
Three sections:
BEFORE THE MEETING
DURING THE MEETING
AFTER THE MEETING
cc:	
  hjl	
  -­‐	
  h-ps://www.flickr.com/photos/92605333@N00	
  
Three sections:
BEFORE THE MEETING
DURING THE MEETING
AFTER THE MEETING
cc:	
  hjl	
  -­‐	
  h-ps://www.flickr.com/photos/92605333@N00	
  
1. Define the
meeting
success
criteria
cc:	
  GotCredit	
  -­‐	
  h-ps://www.flickr.com/photos/30576334@N05	
  
"This meeting will be a
success if..."
cc:	
  Pim	
  Fijneman	
  (finally	
  back)	
  -­‐	
  h-ps://www.flickr.com/photos/28193187@N06	
  
Example cover slide with meeting success criteria
Review the success criteria
to start and end every
meeting
cc:	
  clagnut	
  -­‐	
  h-ps://www.flickr.com/photos/27616775@N00	
  
2. Apply the
RAPID
framework to
focus on the
right people
cc:	
  ashraful	
  kadir	
  -­‐	
  h-ps://www.flickr.com/photos/46987892@N05	
  
The RAPID framework
Decide
Make the decision
– Commit the
organization
AgreeInput
Recommend
Perform
Provide input to a
recommendation
– views may or may
not be reflected in
final proposal
Formally agrees to a
decision
– views must be
reflected in final
proposal
Recommends a
decision or action
Accountable for
performing a
decision once made
At a minimum, invite the “R” (Recommender)
and the “D” (Decision-maker).
In most cases it makes sense to invite the
“A” (Agrees with recommendation) and the
“P” (Performer who executes the decision)
as well.
The “I” (offers Input) is generally optional.
3. Send pre-
read materials
the day
before.
cc:	
  nashworld	
  -­‐	
  h-ps://www.flickr.com/photos/28517410@N02	
  
Three benefits to sending materials in advance:
1. Optimize meeting time for discussion (vs. reading)
2. Surface questions/issues before the meeting
3. Prevents all-nighters for the presenters :)
cc:	
  kleneway1379	
  -­‐	
  h-ps://www.flickr.com/photos/21060335@N03	
  
Three sections:
BEFORE THE MEETING
DURING THE MEETING
AFTER THE MEETING
cc:	
  hjl	
  -­‐	
  h-ps://www.flickr.com/photos/92605333@N00	
  
4. Begin with
a silent read-
through —
never
present.cc:	
  Camera	
  Eye	
  Photography	
  -­‐	
  h-ps://www.flickr.com/photos/22605449@N06	
  
Most execs can read faster than you can voice
over the slides
Reserve first 5-10 mins. of meeting for read-
through
Call out 2-3 important slides if needed
cc:	
  mnadi	
  -­‐	
  h-ps://www.flickr.com/photos/22965089@N00	
  
5. Rely on as
few slides as
possible, and
use the
whiteboard
wisely.
cc:	
  jm3	
  -­‐	
  h-ps://www.flickr.com/photos/37996588780@N01	
  
For a one-hour meeting:
20 slides is max
(10-15 ideal)
cc:	
  Intrepidteacher	
  -­‐	
  h-ps://www.flickr.com/photos/54048808@N00	
  
The more slides you have,
the lower the likelihood that
any single slide is fully
understood
cc:	
  【J】	
  -­‐	
  h-ps://www.flickr.com/photos/25661863@N00	
  
Use the whiteboard
The energy shifts
from people talking
at each other…
To brainstorming
collectively toward
a common goal on
the whiteboard.
cc:	
  RobertFrancis	
  -­‐	
  h-ps://www.flickr.com/photos/57001982@N00	
  
6. Poll the
room using a
go-around.cc:	
  TonZ	
  -­‐	
  h-ps://www.flickr.com/photos/96947578@N00	
  
Create
balanced
discussion
cc:	
  diffendale	
  -­‐	
  h-ps://www.flickr.com/photos/7945858@N08	
  
How the "go-around" works
1.  Facilitator asks a basic question (e.g., 0-10
scale of how people are feeling, plus/minus
feedback on project)
2.  One-by-one, each person provides input
3.  Keep it focused on the go-around (no sidebar
conversations) and keep discussion tight (~1-2
min. per person)
4.  Ensure everyone has a chance to participate
and feels heard
cc:	
  Leo	
  Reynolds	
  -­‐	
  h-ps://www.flickr.com/photos/49968232@N00	
  
Have fun with the question
and the go-around!
cc:	
  D7eame	
  -­‐	
  h-ps://www.flickr.com/photos/55246612@N07	
  
Three sections:
BEFORE THE MEETING
DURING THE MEETING
AFTER THE MEETING
cc:	
  hjl	
  -­‐	
  h-ps://www.flickr.com/photos/92605333@N00	
  
7. Distribute
action items
and notes.
cc:	
  DonkeyHotey	
  -­‐	
  h-ps://www.flickr.com/photos/47422005@N04	
  
Distribute action items and notes
•  Notes: Keep it concise; not a play-by-play,
but rather a summary of key discussion
points
•  Action items: Specify owner of each, and
ensure deadlines to complete are clearly
stated
•  Ideal to send as soon as possible after
meeting to avoid staleness and ensure speed
of action
8. Cascade
relevant
information
to teams.
cc:	
  Nanagyei	
  -­‐	
  h-ps://www.flickr.com/photos/32876353@N04	
  
As a leader, you're
representing your team at
the meeting
cc:	
  VinothChandar	
  -­‐	
  h-ps://www.flickr.com/photos/44345361@N06	
  
Give your team context on the
outcome and next steps from the
meeting, as soon as possible -- it
will help them do their jobs better!
cc:	
  IntelFreePress	
  -­‐	
  h-ps://www.flickr.com/photos/54450095@N05	
  
9. Follow up
(keep your
word).cc:	
  iklash/	
  -­‐	
  h-ps://www.flickr.com/photos/48805491@N00	
  
Meetings are only as great as
the commitment they create
and the action they generate
So keep your word after the meeting,
and let the note-taker know you’ve
completed your action items to close
the feedback loop and help ensure
accountability.
cc:	
  Nanagyei	
  -­‐	
  h-ps://www.flickr.com/photos/32876353@N04	
  
In summary...
cc:	
  aresauburn™	
  -­‐	
  h-ps://www.flickr.com/photos/9993075@N06	
  
BEFORE THE MEETING
1. Define the
meeting success
criteria
2. Apply the RAPID
framework to
focus on the right
people
3. Send pre-read
materials the day
before
DURING THE MEETING
4. Begin with a
silent read-
through — never
present
5. Rely on as few
slides as possible,
and use the
whiteboard wisely
6. Poll the room
using a go-around
AFTER THE MEETING
7. Distribute
action items and
notes
8. Cascade
relevant
information to
teams
9. Follow up
(keep your
word)
Tips for Great Meetings
Want more?
Read my LinkedIn post!
Enjoy this presentation?
Share it with your network...
or better yet, during your
next meeting!
cc:	
  kylemac	
  -­‐	
  h-ps://www.flickr.com/photos/36002228@N00	
  

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How LinkedIn Execs Run Meetings

  • 1. 9 Tips for Meetings that are Faster, More Fun, and More Focused How LinkedIn Execs Run Meetings
  • 2. Have you ever felt frustrated during a meeting? cc:  Cubmundo  -­‐  h-ps://www.flickr.com/photos/55499300@N06  
  • 3. The more senior you become, the more time you’ll spend in meetings. cc:  Thomas  Hawk  -­‐  h-ps://www.flickr.com/photos/51035555243@N01  
  • 4. Focused attention = manager’s most important resource Improving meetings = massive opportunity to boost productivity cc:  Chris  Smith/Out  of  Chicago  -­‐  h-ps://www.flickr.com/photos/65315936@N00  
  • 5. Great meetings include: Thoughtful preparation and balanced discussion, leading to a decision and commitment to action, followed by execution thereafter. cc:  InternaKonal  Railway  Summit  -­‐  h-ps://www.flickr.com/photos/129818214@N05  
  • 6. Three sections: BEFORE THE MEETING DURING THE MEETING AFTER THE MEETING cc:  hjl  -­‐  h-ps://www.flickr.com/photos/92605333@N00  
  • 7. Three sections: BEFORE THE MEETING DURING THE MEETING AFTER THE MEETING cc:  hjl  -­‐  h-ps://www.flickr.com/photos/92605333@N00  
  • 8. 1. Define the meeting success criteria cc:  GotCredit  -­‐  h-ps://www.flickr.com/photos/30576334@N05  
  • 9. "This meeting will be a success if..." cc:  Pim  Fijneman  (finally  back)  -­‐  h-ps://www.flickr.com/photos/28193187@N06  
  • 10. Example cover slide with meeting success criteria
  • 11. Review the success criteria to start and end every meeting cc:  clagnut  -­‐  h-ps://www.flickr.com/photos/27616775@N00  
  • 12. 2. Apply the RAPID framework to focus on the right people cc:  ashraful  kadir  -­‐  h-ps://www.flickr.com/photos/46987892@N05  
  • 13. The RAPID framework Decide Make the decision – Commit the organization AgreeInput Recommend Perform Provide input to a recommendation – views may or may not be reflected in final proposal Formally agrees to a decision – views must be reflected in final proposal Recommends a decision or action Accountable for performing a decision once made
  • 14. At a minimum, invite the “R” (Recommender) and the “D” (Decision-maker). In most cases it makes sense to invite the “A” (Agrees with recommendation) and the “P” (Performer who executes the decision) as well. The “I” (offers Input) is generally optional.
  • 15. 3. Send pre- read materials the day before. cc:  nashworld  -­‐  h-ps://www.flickr.com/photos/28517410@N02  
  • 16. Three benefits to sending materials in advance: 1. Optimize meeting time for discussion (vs. reading) 2. Surface questions/issues before the meeting 3. Prevents all-nighters for the presenters :) cc:  kleneway1379  -­‐  h-ps://www.flickr.com/photos/21060335@N03  
  • 17. Three sections: BEFORE THE MEETING DURING THE MEETING AFTER THE MEETING cc:  hjl  -­‐  h-ps://www.flickr.com/photos/92605333@N00  
  • 18. 4. Begin with a silent read- through — never present.cc:  Camera  Eye  Photography  -­‐  h-ps://www.flickr.com/photos/22605449@N06  
  • 19. Most execs can read faster than you can voice over the slides Reserve first 5-10 mins. of meeting for read- through Call out 2-3 important slides if needed cc:  mnadi  -­‐  h-ps://www.flickr.com/photos/22965089@N00  
  • 20. 5. Rely on as few slides as possible, and use the whiteboard wisely. cc:  jm3  -­‐  h-ps://www.flickr.com/photos/37996588780@N01  
  • 21. For a one-hour meeting: 20 slides is max (10-15 ideal) cc:  Intrepidteacher  -­‐  h-ps://www.flickr.com/photos/54048808@N00  
  • 22. The more slides you have, the lower the likelihood that any single slide is fully understood cc:  【J】  -­‐  h-ps://www.flickr.com/photos/25661863@N00  
  • 23. Use the whiteboard The energy shifts from people talking at each other… To brainstorming collectively toward a common goal on the whiteboard. cc:  RobertFrancis  -­‐  h-ps://www.flickr.com/photos/57001982@N00  
  • 24. 6. Poll the room using a go-around.cc:  TonZ  -­‐  h-ps://www.flickr.com/photos/96947578@N00  
  • 25. Create balanced discussion cc:  diffendale  -­‐  h-ps://www.flickr.com/photos/7945858@N08  
  • 26. How the "go-around" works 1.  Facilitator asks a basic question (e.g., 0-10 scale of how people are feeling, plus/minus feedback on project) 2.  One-by-one, each person provides input 3.  Keep it focused on the go-around (no sidebar conversations) and keep discussion tight (~1-2 min. per person) 4.  Ensure everyone has a chance to participate and feels heard cc:  Leo  Reynolds  -­‐  h-ps://www.flickr.com/photos/49968232@N00  
  • 27. Have fun with the question and the go-around! cc:  D7eame  -­‐  h-ps://www.flickr.com/photos/55246612@N07  
  • 28. Three sections: BEFORE THE MEETING DURING THE MEETING AFTER THE MEETING cc:  hjl  -­‐  h-ps://www.flickr.com/photos/92605333@N00  
  • 29. 7. Distribute action items and notes. cc:  DonkeyHotey  -­‐  h-ps://www.flickr.com/photos/47422005@N04  
  • 30. Distribute action items and notes •  Notes: Keep it concise; not a play-by-play, but rather a summary of key discussion points •  Action items: Specify owner of each, and ensure deadlines to complete are clearly stated •  Ideal to send as soon as possible after meeting to avoid staleness and ensure speed of action
  • 31. 8. Cascade relevant information to teams. cc:  Nanagyei  -­‐  h-ps://www.flickr.com/photos/32876353@N04  
  • 32. As a leader, you're representing your team at the meeting cc:  VinothChandar  -­‐  h-ps://www.flickr.com/photos/44345361@N06  
  • 33. Give your team context on the outcome and next steps from the meeting, as soon as possible -- it will help them do their jobs better! cc:  IntelFreePress  -­‐  h-ps://www.flickr.com/photos/54450095@N05  
  • 34. 9. Follow up (keep your word).cc:  iklash/  -­‐  h-ps://www.flickr.com/photos/48805491@N00  
  • 35. Meetings are only as great as the commitment they create and the action they generate
  • 36. So keep your word after the meeting, and let the note-taker know you’ve completed your action items to close the feedback loop and help ensure accountability. cc:  Nanagyei  -­‐  h-ps://www.flickr.com/photos/32876353@N04  
  • 37. In summary... cc:  aresauburn™  -­‐  h-ps://www.flickr.com/photos/9993075@N06  
  • 38. BEFORE THE MEETING 1. Define the meeting success criteria 2. Apply the RAPID framework to focus on the right people 3. Send pre-read materials the day before DURING THE MEETING 4. Begin with a silent read- through — never present 5. Rely on as few slides as possible, and use the whiteboard wisely 6. Poll the room using a go-around AFTER THE MEETING 7. Distribute action items and notes 8. Cascade relevant information to teams 9. Follow up (keep your word) Tips for Great Meetings
  • 39. Want more? Read my LinkedIn post!
  • 40. Enjoy this presentation? Share it with your network... or better yet, during your next meeting! cc:  kylemac  -­‐  h-ps://www.flickr.com/photos/36002228@N00