We’ve all been there.
Another Google Meeting invite rolls in and we’re immediately annoyed. Rather than being able to tackle projects that have been hanging over our heads, we’re forced to sit through another pointless meeting. Research has shown that 90 percent of employees feel meetings are unproductive. A disdain for team meetings may be the one thing that people from all industries have in common. Many employees greet meeting invitations with an eye roll and a groan and see them as a time to space out and count the minutes until they can get back to their real work.
But, what if they’re actually done right? What if instead of treating them like a requirement for a job they’re used for the common good of a company? Rob Choisser, owner of two locations of Choisser Automotive Services in Maryland, knows the importance of executing meetings the right way.
“Why are we taking time away from our day? Because everyone recognizes that time is the big equalizer. If we’re doing this just to have a meeting, that’s a waste, but if we create a positive effect or recognition for a job well done, then people will come in with an open mind and you won’t get pushback,” Choisser says.
In other words, be intentional with your meetings. Choisser and Dr. Dana Ñkaña, Director of Autoshop Coaching, share their do’s—and maybe more importantly—don’ts, of running an effective and engaging team meeting.
Do: Go in With Purpose
Choisser says one of the biggest mistakes people make when calling a meeting is going into it without a desired outcome. He adds that even if someone does have a desired outcome, it’s pointless if that outcome is not shared with the team. The reason for a meeting needs to be clear to everyone involved. Without a clear goal, it’s easy to get off task and go down any number of rabbit holes.
Don’t: Forget to be Present
Dr. Ñkaña says that owners and operators need to practice what they preach and give the same attention that they expect from their staff. Too many times, a shop owner is on their phone during a meeting, which doesn’t exactly send a message of importance to the staff. If you need to have that meeting, Dr. Ñkaña says, you need to give your undivided attention. Don’t expect your staff to care if your body language is showing that you don’t.
Do: Allow Others to Lead
It can get monotonous listening to the same person all the time. Dr. Ñkaña says that shop owners should ask others on their team to lead meetings on occasion, especially if the person is not participating. Not everyone is a public speaker, he says, but start with a small group and you’ll be surprised how quickly they rise to the occasion. It’s also a great way to get other points of view on how everything is running in the shop and may highlight an issue that you didn’t even know was there. A fresh perspective is good for everyone.
Don’t: Let One Bad Apple Ruin the Whole Bunch
Dr. Ñkaña and Choisser agree that the right people can make or break everything in your business—including meetings. You can be doing everything right, but there are certain people that will always be negative. Do not let a bad hire bring down the rest of your group. If they are not on board with your shop’s values and culture, let them go.
“Hire likeable people; you don’t want someone that walks into the business and it’s like you disrupt their day,” Dr. Ñkaña says.
If someone is coming into your meetings with a bad attitude constantly and you’re following all the do’s and don’ts on the list, the issue is more likely with the person than the meeting. Speak with them about it but if the behavior does not change, it may be time to reconsider if he or she is someone you want on the team.
Do: Check in with Your Team
One of Choisser’s most used phrases during his meetings is, “Does that make sense?” He laughs that he had no idea how often he used it until it was pointed out to him, but it’s important to check in with your staff and make sure they understand what you’re saying. It keeps the staff engaged and it’s also a good way to make sure that your message is not getting lost.
Don’t: Let the Message Get Lost
One of the biggest mistakes leaders make when holding a meeting is not having a purpose and a desired outcome. When you start a meeting, you need to know exactly what you want to accomplish. Ask yourself what you’re trying to convey.
“As a leader, you can get up there and deliver a message and think it was received and the worst thing is to take the time and pour your heart into something and the message is not received,” Choisser says.
It can be difficult to gauge whether or not the message is received. Time will tell if the activity that you’re looking to change is changing, but if time after time you’re having to discuss the same issue, it’s probably because you’re not delivering the message clearly during the meeting.
Do: Have Something Tangible to Show
Choisser always gives his staff an agenda before a meeting so there’s a clear purpose and the whole team is able to look at it and hold it. He explains that having the handouts really enforces the message that’s being delivered and it’s a way to ask your team for engagement. He also utilizes white boards and laminated papers that are passed through the group; having visuals helps keep people engaged.
Don’t: Always Focus on the Negative
Rather than always focus on the behaviors that need to change, showcase something that your team is doing really well, Dr. Ñkaña says. Walk into your shop and show your people that you appreciate them. Give kudos and recognition.
“You pump one person up, the rest will want to get pumped up,” Dr. Ñkaña says.
Do this, and less people will dread meetings and may even look forward to them. If it’s always doom and gloom, nobody will want to attend, but throwing in some positive reinforcement can make a world of difference.
Do: Circle Back to the Why
Choisser says that everything needs to tie back to the “why.” Why are you holding this meeting? Why are you taking time from everyone’s day—including your own? What is the purpose? What is it that you’re trying to change? How do you plan on doing that? Ask yourself questions before calling a meeting both to make sure it’s worthwhile and to ensure your team is engaged. Afterward, follow up with employees to see how the message was received and whether the delivery was successful.
So, before you call another meeting, ask yourself if it’s really necessary. If it is, follow these tips and tricks to make it as effective and engaging as possible.
