I get asked about how to run effective meetings all the time. As I wrote about in my Daily Huddle Article, how you run meetings has a material effect on your business.
I believe that the difference between a dull meeting and an amazing meeting is how you organize it.
I originally heard about one meetings format used by a consultant to a Johnson & Johnson subsidiary and I think it works just great.
It’s called G.A.P and it stands for Goal, Agenda and Preparation.
I believe every meeting should have all three!
The goal, or purpose, of the meeting needs to be stated upfront. A good way to remember what goes into a goal (for meetings or anything else) is that it should be a SMART Goal as in:
S = The goal should be Specific
M = The goal should be Measureable
A = The goal should be Achievable
R = The goal should be Relevant
T = The goal should be Timely (it should be reachable by the time the meeting ends)
That gets you off to the right start to a SMART meeting!
When you hold a meeting, you need to have an agenda…even if the agenda is to have no agenda. Huh?
What I’m saying is that you as the meeting organizer need to state how the attendees are going to use the time at the meeting. The agenda could be something as simple as:
Or, if you’re not going to have something so structured, then state that the agenda is:
A key to most meetings is preparation (by you the meeting organizer and by the attendees).
So, if you call a meeting, tell the attendees what they need to do to prepare.
When they join the meeting, should they have already reviewed a spreadsheet that you sent out? Do they need to have collected information from someone inside or outside the company?
Tell them how to prepare…if there’s no advanced preparation then I like to just say: “No Preparation…Just Bring Your Brain.”
If you use online calendars to schedule meetings, you should put the entire Goal, Agenda and Preparation (GAP) within your calendar invitation.
Follow GAP and you’ll have better meetings.
Note: You may have heard of another “GAP” used in business: the GAP Analysis strategic planning tool. Read How to Do A Gap Analysis for more on this valuable tool.