Run Meetings that Don't Suck (10 Tips)!
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- เผยแพร่เมื่อ 1 มิ.ย. 2024
- We’ve all sat through meetings that were a waste of time, what can we do to help our colleagues avoid a similar fate?
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Although very (very) few of us have proper meeting management training, we can all apply tips to run highly effective meetings that our colleagues actually look forward to joining!
The 40-20-40 rule first mentioned in the book “How to Fix Meetings” was a game-changer for me because only then did I realize most of our time should be spent in preparation and follow through, instead of the meeting itself. So here are 10 tips that will help you run crazy effective meetings -
TIMESTAMPS
00:00 How to Run Effective Meetings
00:20 The 40-20-40 Rule
00:57 When NOT to Have a Meeting
01:28 Don’t Over-Invite
01:53 Objective-Context Combo
03:05 Pre-Align Before the Meeting
04:19 Facilitate Inclusively
05:21 Call People By Their Names
05:52 Send a Concise Meeting Summary
06:19 After Action Communication
06:48 Bribe Your Colleagues!
RESOURCES I MENTION IN THE VIDEO
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👨🏻💻 WHO AM I:
I'm Jeff, a full time Product Marketer. In my spare time I like to tinker with tools and create systems that help me get things done faster - or as one of my friends puts it: "Get better at being lazy" 😏
If you'd like to talk, I'd love to hear from you. Messaging me on Instagram (@j.sushie) directly will be the quickest way to get a response!
PS: Some of the links in this description are affiliate links I get a kickback from 😇
Disclaimer: My opinions are my own and may not reflect that of my employer
What was your WORST meeting experience? 😵
TIMESTAMPS
00:00 How to Run Effective Meetings
00:20 The 40-20-40 Rule
00:57 When NOT to Have a Meeting
01:28 Don’t Over-Invite
01:53 Objective-Context Combo
03:05 Pre-Align Before the Meeting
04:19 Facilitate Inclusively
05:21 Call People By Their Names
05:52 Send a Concise Meeting Summary
06:19 After Action Communication
06:48 Bribe Your Colleagues!
YES :P
@@N0vaCl0ud so...every meeting? 😂
@@JeffSu Hahaha, the struggle is real :)
Not my experience but I know a fellow intern who went through a three hour meeting earlier this week and she told me the first 20 minutes of it was literally just the senior analysts trying to decide whether they wanted to even define a timeline for the project 😅 After hearing about it, I couldn’t help but think that initial project planning phase could have been accomplished outside the meeting with the whole department
@@Andrea_Dong did you send them this video 😛😛
I found an excellent way of utilizing meeting agendas is by making the bullet points into a question. When we leave something open as a bullet point/objective, people can get curried away. When we make it into a question we have to answer, it helps keep people on track, and also helps them prepare as they either have to look for answers for the questions during the call or prepare answers beforehand.
Thanks a GREAT tip Kevin, thanks for sharing 😁
I want to send this video to so many people 😂
And I can't believe there's already a name for when I get so drained from unproductive meetings
I wouldn't mind if you sent this email to...everyone you know 😉
The pre-alignment, calling the folk's names at the end of meeting to do a summary, follow up email/after action communication are useful
I notice that all effective email templates follow the same rule - purpose then context:)
Glad to hear it Hazel!
Re:templates - Yes! Always let the other person know the most important piece of information, followed by the context to respect their time 😁
A few days ago I read an article about NATO meetings (no, not the defense alliance!) - "no action talk only" meetings. It perfectly fits to what you're presenting here. I have the impression that due to the pandemic these useless meetings got more and more and wasting so much time - and money.
Hahaha love that acronym! Good point Dominik!
Whenever I spearhead meetings. I see to it that it will never take so much of time. Let’s not be counterproductive at work. Thanks, crushie! 😊
Agreed! Thanks for the input Daniel 😁
One word. Polished ✨. I would love to see a video about how you edit your videos.
I'm thinking of starting a new channel with that type of content!
@@JeffSu I would definitely subscribe to that!
@@JeffSu please make a video about your video editing skills!
Your videos contents, how you edit your videos, and your self-presentation are top-notch. You helped lot of people improve the quality of their work. Keep going
Thanks so much Yasmine! Will do 😁
I find Jeff's meeting tips so productive and so sensible that they ought to be part of every meeting manual on every company - if there would be a rule like this. Thanks for sharing, Jeff! Fantastic video! 👍👏👏👏
No arguments from me there! 😜
I am using tips from A LOT of his videos to create a "Best Practices Guide" for my team - anytime we find something we share it with the team and decide if we want to add it to our guide. Its also hosted in a place anyone in the company can view it
I attended so many meeting that really s… even worse I conducted myself meetings that really su…😀never again. Thanks for the useful Tips. We should talk about meeting minutes sometime. You mention a short summary with action items and names after the meeting . Do you have experience with long meeting-minutes. Thank Jeff, great video.
Hahahaha love the comment Peter! I have a video on taking notes at work, have you had a chance to watch it?
@@JeffSu Thanks for the Tip, I'll check it out :)
Yes! Pre-alignment works a treat! 😍
I've used that when I needed to get buy in from different teams for process changes that would affect all of them.
It's much easier to "pre-convince" people individually, and address their concerns, before a meeting where you present a new idea to several people.
Multiplies your chance of success by the number of people attending, pretty much.
All the other points are excellent too. Great stuff. 🤩
Can't agree more Caio!!
"I can feel some of you shaking your head in disgust and hovering over that unsubscribed button"
But the tip showed was the best tip of all!! How can someone not feel well in a meeting with hot slices of pizza like those? I'm subscribing right now!😄😄😄
Hahahaha love it! 😁
very helpful，thanks Jeff
I love this! I work in a company with a - let's say - "questionable" meeting culture ;-) I will force everyone in my area to watch this!
Let me know how it goes!!!
One of the best videos you've done Jeff. Thank you so much.
Glad to hear it Cesar!! You're very welcome 😁
Just found your channel. One video in and a new subscriber here!
Awesome!! Welcome Renly 😁
Jeff, probably one of the best videos I’ve seen on this topic.
Thank you Mario 😁 (although maybe because there aren't many other videos on this topic...?) :P
Super helpful advice. Love them and will definitely apply them at work
Glad to hear it Francis! Let me know how they work out for you 😁
This. Right. Here. 🔥🙌🏾 Good stuff Jeff!
Thank you Dontae!! 🔥
I just wanna say that your channel is such a gem here in TH-cam! Thank you for the great work!
Thank you my friend! Appreciate it 😁
Very good job here!!!!!! Thank you!
You're very welcome 😁
Excellent Tips! I appreciate the simple and practical way you explain key principles. Thank you very much!
You're very welcome Victoria 😁
I'm so glad I discovered your youtube channel!! Your videos on interviewing and productivity have been so helpful, and your personality is such a good combination of intelligence and humor! I find myself laughing at videos on serious topics 😂😂 You don't get enough recognition for your quality videos but keep up the great work, I'm sure you'll reach 1M+ subscribers very soon!
I'm glad you did too Kara! Hope you'll still be around at 1M 😏
commenting for algo Jeff! great video as usual! hope you are catching up well during lockdown.
Still surviving 😂
Thank you Jeff Su for Awesome Meeting Tips! 🔥
You're very welcome!! Let me know if you get to adopt any of these tips in your next meeting!
Perfectly agree to this, especially the first three points. If I may, a meeting is unnecessary if it can be answered through email is now my mantra. I find meetings to be draining and it makes me unproductive rather than I thought it would. Thanks for your insight Jeff! Always anticipating your vids. 💛
Can't agree more! Thanks for your input Franches 😁
Off topic but SO relevant! You are way to young to know The OC and Ryan was the best one with Seth(&)Summer at a close second
I just look young 😉, but glad to see another OC fan here!!
These are all fantastic advice! Nice video!
Glad to hear it Jay!! Thanks 😁
Love it Jeff! 90% of the meeting I am attending could have been an email... haha
I'm...very sorry to hear that 😂
Great tips! End of my first year of a team management comes in September. I noted some interesting ideas to try for the second year.
Nice! Let me know if you end up using these tips 😁
Jeff your editing skills are so ridiculously good
It's so engaging and in every few seconds there's some animation which looks different than before.
I really wanna learn how to edit videos like you.
Haha thank you! I feel like I'm still learning too 😂
@@JeffSu yea. I also wann learn how you edit videos. Would fit in the MacBook niche my friend.
@@Moneymaker-uy4fe Got it, thanks for letting me know!
Great Content Jeff.. Thinking Bribery options on my virtual meetings😃
*cough* virtual gift cards *cough*
I'm a university student, but this video is a great help! Sometimes my teammates still need to catch up, although I have provided them with a meeting agenda. I guess it is never easy to become a team player; however, thanks to you, it is more manageable :))
I know how you feel Thanh believe me! At the end of the day we can only control our own actions but sometimes that's enough 😁
I really enjoyed this video. Thank you!
Glad to hear it Nasiba! Hope it wasn't too try-hard for you 😅
@@JeffSu Not at all! It reminded me of when I was in charge of organizing weekly co-ordination meetings at my former office. Our boss used to take us to task at those meetings, so we didn't really look forward to it!
@@nasibakhan1071 Dang, glad those stopped!
Implemented at my company, amazing results! You're da real MVP
Glad to hear it!! Thanks Adam 😁
This is super helpful !!
Thanks Angelina! Let me know if you end up using any of these tips during your meetings 😁
Hey Jeff, I love your videos, they are so well-made! May i know what tools do you use to edit your videos? Thank you so much for the great content.
Final cut pro and www.jeffsu.org/gear/
Ponturi client service Cum să faci treaba mai ușor tuturor.
Manageri de discuție/secretari op
Înainte de asta zicea notat idei care sunt bune dar nu are legătură cu subiectul întărire pentru a le discuta ulterior
5:30 la final stabilit cu nume și prenume, Cine, ce face Nu " o să facem" la general.
6:25 pentru clan service să fii proactiv să dai tot ce trebuie să fie cât mai ușoară munca celor de la care vrei ceva
Thanks Jeff! 😆 Hahahaha the bribery part.. Now I know why my previous managers often treat us with snacks 😊
Hey, if it works.... 😉
@@JeffSu Yes it did Jeff! 😆 In fairness to them, they buy more pizzas and ice cream when we do a great job 👍
+100 respect man
Thank you 😁
I should probably send this up! If meeting syndrome is a thing, maybe training syndrome too 😅
When information can be organized in more logical ways, then learners can get the most out of their time! You are right in another video, simplicity should be appreciated, it takes efforts to be concise and valid.
Thanks Christiana 😁
Great video, Jeff! I think Tip 2 can also apply to emails. During my internship, I’d get 80-90 emails every day that didn’t even apply to me just because I was on distribution list 😅
And haha yes, food is the best form of bribery :p
Wow 80-90 emails a day? I hope you used gmail filters!
I did later in the internship. It was outlook though so the process was slightly different haha 😅
Great suggestions Jeff! All of them I mean! Any tips for attending various meetings for all-day... Thanks for these tips! And, take care especially if you are still in Shanghai.
Hi Jamie! Thanks for the well wishes! What do you mean by "various meetings for all-day"?
@@JeffSu No worries. I mean attending workshops, standups, Business showcases, etc. Different purposes meetings in one day, what methods did you apply to get the most benefit? For instance, I am currently on three projects (as a team member) and have 3 meetings today.
@@jamiewai618 As the meeting organizer or attendee?
@@JeffSu attendee
@@jamiewai618 In that case take notes that would impact/help you in the future and even give feedback to the organizer on how those meetings could be even more helpful for everyone (in a very nice way of course)
Hi jeff,
you are acting so sus.🤨 Firstly, you uploaded an amazing video about presentations when I was about to do one. Now... you uploaded an incredible video about running effective meetings as my group projects at uni increase and would need this to communicate effectively within my team members...
Are you watching me...?😂
What an awesome videos with perfect timing. Thanks man
Dam. You caught me
Amazing. I was equal parts eye rolling and nodding in agreement for the 'Pre-Align' tip. What about generic weekly team meetings that dont really have a purpose to begin with? Is there anything I can do as a lower level participant to make them more useful?
Hahaha that's great to hear Alison (not the generic weekly team meetings part). As a meeting participant I'll be honest - it REALLY depends on how thick your skin is, how confident you are to speak up, and your team culture. Because for me, I would chat with the meeting owner/organizer and give feedback, but I feel this isn't applicable for everyone. So I think some basic nudges like bringing topics YOU find meaningful to the table might help!
Best leader
Thank you Josuard! 😁
Is that ps5 on the background??
And I completely agree with bribery using foods 😂 can't focus while hungry..
Yes PS5 😁. So do you bribe others as well
@@JeffSu Can't wait to see you branch out for gaming channel Jeff! Well, in times when things need to progress faster and to smooth things out, bribery may be needed. For me, being nice person, genuine praises, and good foods are enough to win a person's heart.
@@ivanprat Can't agree more!! I have to add coffee in there though for the caffeine 😉
Sundar is always unavailable for me too.
So weird. He's usually very approachable 😁
@@JeffSu i just wanted to ask him for a coffee....... So he could give me a position in googlr
Good one!
My concern is that prealign meetings may be seen as 'creating tribes'. I once had a team mate who thought people were talking behind her back.
Also about after action communication. Might it seen unappreciatively as micro managing?
Gotta be transparent about those pre-alignment meetings 😁
You recommend a lot of books which leaders me to ask if you read all/most of them, review summaries, or use blinkist?
I don't recommend that many books haha. I usually read the entire book 😁
Unsubscribe? That's when I remembered to hit Like. 😂
That's what I LOVE to hear Yury 😂
Look Sundar's first cameo here!! bu he decline the meeting.. poor jeff :P :v:
keep it going mate!
My self-confidence just plummeted 😭
@@JeffSu busy sundar! busy sundar!! on the other hand, seems to be good topic about handling office drama; how to get successful buy in from stakeholders
Do you include the "Draft email for POC" into your action items, or do you send it as a "surprise"?
As a surprise :)
Tip No 10 is the most important. Jaffa Cakes increase meeting attendance and efficacy by at least 100% in my experience
After googling what Jaffa Cakes were, I'm not surprised!!
@@JeffSu They're a productivity staple here in the UK Jeff! Just found your channel and, as a procrastinating Apple fanboy, I'm loving the content. Great work!
@@luckymeat3050 thanks my friend 😁
How would you translate bribery for online-only meetings?
Wait wut
first 🔥✌️✌️
Okaaay 🔥🔥🔥😅
Hahaha congrats Mohamed!! 😁😁
@@JeffSu Thank you Jeff💫🥰
01:02 1. The information being shared is an update. Why is that a problem? Or is it a problem because the update might or might not result in other/new action steps? I mean, if someone from my team has an update on something for me, he can update me in the meeting right?^^
Yes, but is an entire meeting necessary for just that 1 update? Or can an email or ping over chat accomplish the same thing?
Is there any way to add a standard invite text to meetings in Google Calendar? I would love to put the head lines for Objectives, Context and some standard bullet points. Thanks in advance!
You mean like a template?
@@JeffSuyes, exactly
@@dennbauer ah. Don’t think that’s possible just yet
@@JeffSu oh that's sad. It would remove a lot of friction
@@dennbauer I agree!
I know it's off topic. What polo shirt is that? It looks nice.
Hahaha it's not everyday I get a compliment around what I wear. I wish I could tell you the brand but I bought it at a random online store on Taobao
try JIRA :)
Are you talking about the "Meetings for Jira" add on?
Meetings that scheduled to my off days. I hate that.
Your teammates don't respect your personal off days? 😢
great feasible tips. I wish you could present your work in a slower pace
Thanks for the feedback!!
Second!
Haha congrats! I have to think of a good prize moving forward....
Hmmm interesting. Communication is allways strained. Filter chanels that work and skip those that dont. Repetition is allways nesessary to clarify misunderstandings. Accountability is the way to enshure messages have been recieved.
Great points Tommy!