Running Meetings by Harvard Business Review

Last updated: Sep 22, 2023

Summary of Running Meetings by Harvard Business Review

The book "Running Meetings" by Harvard Business Review provides a comprehensive guide on how to effectively plan, conduct, and follow up on meetings in a professional setting. It offers valuable insights and practical tips for both experienced and novice meeting organizers.

The book begins by emphasizing the importance of meetings as a means of collaboration, decision-making, and problem-solving. It highlights the need for clear objectives and a well-defined agenda to ensure that meetings are productive and efficient.

One of the key aspects covered in the book is the role of the meeting leader or facilitator. It emphasizes the need for the leader to establish a positive and inclusive atmosphere, encourage active participation, and manage time effectively. The book provides guidance on how to handle different types of participants, including those who dominate the discussion or remain silent.

Furthermore, the book offers practical advice on how to structure and organize meetings. It suggests techniques for brainstorming, decision-making, and problem-solving, such as using visual aids, encouraging diverse perspectives, and setting clear deadlines. It also provides tips on how to manage conflicts and disagreements that may arise during meetings.

In addition to the meeting itself, the book emphasizes the importance of pre-meeting and post-meeting activities. It provides guidance on how to prepare for a meeting, including setting objectives, inviting the right participants, and distributing relevant materials in advance. It also offers suggestions on how to effectively follow up after a meeting, such as sending out meeting minutes, tracking action items, and evaluating the meeting's effectiveness.

The book also addresses common challenges and pitfalls that can hinder the success of meetings. It provides strategies for dealing with distractions, managing time constraints, and handling difficult participants. It also offers insights on how to make virtual meetings more engaging and effective.

Overall, "Running Meetings" by Harvard Business Review is a comprehensive and practical guide that equips readers with the necessary skills and knowledge to plan, conduct, and follow up on successful meetings. It provides valuable insights and strategies that can be applied in various professional settings, ultimately leading to more productive and impactful meetings.

1. The importance of setting clear objectives

One key takeaway from the book "Running Meetings" is the importance of setting clear objectives for every meeting. Without clear objectives, meetings can easily become unfocused and unproductive. By clearly defining what needs to be accomplished in the meeting, participants can stay on track and work towards a common goal.

Setting clear objectives also helps to ensure that the right people are invited to the meeting. When objectives are clearly communicated, participants can determine if their presence is necessary or if they can delegate their attendance to someone else. This helps to streamline meetings and prevent unnecessary interruptions or distractions.

2. The role of the meeting leader

The book emphasizes the importance of having a strong meeting leader who can effectively guide the discussion and keep the meeting on track. The meeting leader should be responsible for setting the agenda, managing the time, and ensuring that everyone has an opportunity to contribute.

Additionally, the meeting leader should create a safe and inclusive environment where all participants feel comfortable sharing their ideas and opinions. This can be achieved by actively listening to participants, encouraging open dialogue, and addressing any conflicts or disagreements that may arise.

3. The power of effective communication

Effective communication is a crucial aspect of running successful meetings. The book highlights the importance of clear and concise communication to ensure that everyone understands the purpose of the meeting, the agenda, and their roles and responsibilities.

Furthermore, the book emphasizes the need for active listening during meetings. This means giving full attention to the speaker, asking clarifying questions, and summarizing key points to ensure understanding. Active listening helps to foster engagement and collaboration among participants.

4. The value of time management

Time management is a critical skill for running efficient meetings. The book suggests setting a clear start and end time for each meeting and sticking to it. This helps to create a sense of urgency and ensures that discussions stay focused and on track.

The book also recommends allocating specific time slots for each agenda item to prevent any one topic from dominating the entire meeting. This allows for equal participation and ensures that all important topics are covered within the allocated time frame.

5. The importance of follow-up actions

Another key takeaway from the book is the importance of follow-up actions after the meeting. It is essential to document the decisions made, action items assigned, and deadlines agreed upon during the meeting.

By following up on these action items, the meeting leader can ensure that progress is being made and that the decisions made in the meeting are being implemented. This helps to maintain accountability and ensures that the meeting was not just a discussion without any tangible outcomes.

6. The benefits of incorporating technology

The book suggests leveraging technology to enhance meeting effectiveness. This can include using collaborative tools for agenda creation, note-taking, and task management.

Additionally, technology can be used to facilitate virtual meetings, allowing for remote participation and reducing the need for travel. This can save time and resources while still enabling effective communication and collaboration.

7. The importance of creating a positive meeting culture

The book emphasizes the need to create a positive meeting culture where participants feel valued and respected. This can be achieved by encouraging diverse perspectives, recognizing and appreciating contributions, and fostering a collaborative environment.

By creating a positive meeting culture, participants are more likely to actively engage in discussions, share their ideas, and contribute to the overall success of the meeting.

8. The value of continuous improvement

The book encourages a mindset of continuous improvement when it comes to running meetings. This involves regularly seeking feedback from participants, evaluating meeting effectiveness, and making necessary adjustments.

By continuously improving meeting processes and practices, organizations can ensure that meetings are productive, efficient, and valuable for all participants.