Let me think about it.
How time for reflection can transform meetings and teams
Throughout the pandemic, business leaders have clung to meetings as a primary means of communication. The managerial ideology holds that they are at least necessary and at best efficient and effective; however, we all know from experience that’s not always true. Yet with email or slack conversations spinning out into an impenetrable web of threads, meeting face-to-face appears to be more productive than other methods — if only because trust can be established quickly between participants while ideas can still be heard together at once for resolutions on issues right away.
Meetings just don’t work like that. And worse, virtual meetings inherit most of the dysfunctions from old ways and add a whole stack of new ones.
What if we have been missing out on something critical? Is talking in teams, for complex problems or innovative solutions, the best use of time and effort? In my work globally across many cultures, I’ve seen that individual reflection gives unexpected insights. Taking quiet time instead of rushing into action can bring more creativity than group discussion ever could.
If people don’t have space to develop ideas, they might never be heard. Too many meetings are almost literally thoughtless.
Lacking time for thought, it’s hard to give meaningful input at meetings and shape decisions. If people don’t have space to develop ideas, they might never be heard. Meanwhile, studies show that group discussions can lead to “groupthink,” where teams conform to the same opinion without really considering alternative views. Too many meetings are almost literally thoughtless.
Fixing the thoughtless meeting
How can we do meetings better, whether virtually or in-person? Here are five ideas to give more space for individual thinking, without losing the team dynamic …
Send out invites well in advance. It is important to give participants adequate time and information ahead of the meeting so that they can prepare for it properly. Invites should be sent with a reasonably detailed brief describing the purpose, expected outcomes, agenda items and any relevant background materials needed by attendees before attending.
Encourage pre-meeting thinking. This will enable people not only to think about the topic in advance but also discuss it with others who may have different perspectives or insights into the matter at hand which could lead them towards better solutions during meetings themselves due their enhanced understanding of discussed topics beforehand .
Encourage pre-meeting conversation. Identifying people who are likely to have disagreements can be a useful tactic. Nudge them into expressing their opinions during private one-to-one talks together. This will allow them the opportunity to express themselves in an environment that may be less intimidating than a full group setting, which could encourage more productive conversation when it comes time for everyone else to join together and collaborate on issues or decisions at hand. Similarly, look out for attendees who might not usually speak up but can still provide valuable insight - they should also be encouraged through 1:1s so their ideas don’t get lost in discussion later down line.
Use a social collaboration space. Apps such as Miro, ConceptBoard or even Apple’s new Freeform app or Google Docs enable participants to share ideas and documents quickly, and work collaboratively without interruption. Participants will be able to access all of the project materials needed for a successful meeting with ease rather than trying to keep up with various threads of emails or messages that could potentially get lost. This is especially useful for any points raised from one-to-one discussions; it allows all members present (and absent) equal access to the information necessary make informed contributions.
For the meeting itself, establish ground rules. Ensure all those present understand appropriate behaviour protocols including avoiding unnecessary interruptions, respect for one another’s views etc.. Make sure these guidelines are adhered too throughout proceedings otherwise productivity levels risk dropping significantly over prolonged periods if left unchecked
When an issue truly needs urgent discussion, call people together. But remember that often they talk without first thinking it through. Give them space outside meetings for their own thoughts; this allows fresh perspectives and freedom from external influence or judgemental scrutiny.
Before a meeting, allowing individuals to think on their own leads to better outcomes. People can come with their ideas and all opinions will be heard which makes decisions more informed. This gives them the opportunity of thinking about solutions or strategies before gathering as a group that helps direct conversations rather than repeating topics discussed previously.
Personal thinking is an efficient use of time and one-to-one conversations build trust among team members since they feel respected. Then you can come together formally far more successfully.