Skip to content

Theory Meetings

Theory: organizing meetings efficiently

How you can gain more time for the essentials by better organizing and structuring your meetings.

Meetings - for what?

  • Decisions

  • Votes

  • Brainstorming & Ideation

  • Presentation of results (pitch)

  • Exchange / dialog & learning (training)

  • Meeting = open points that have not yet been clarified
    Everything that needs to be discussed in person & live.

  • ≠ But NOT for information!

What does it take?

  • Agenda - What's on the agenda?

  • Goal - What do we want to achieve?

  • Invitation - only to relevant participants
    (= can contribute to achieving the goal)

  • Time frame

  • Results protocol - tasks, responsibilities

How do we do that?

  • We create the agenda & minutes together. Live.

  • We come prepared and know the materials.

  • No agenda - no meeting!

  • We leave the meeting knowing the next steps: everyone knows what needs to be done.

What can be clarified in the chat before or during the meeting?

  • "Do we have to clarify this point "live" -
    or can it also be done asynchronously in the network?"

  • Vote by "Like"

  • Open points / questions to be clarified in the commentary

  • Don't be afraid of "stupid questions" = learning opportunity!

  • High motivation to clarify points in advance

  • Reduced agenda means shorter meetings

Whoever places an item on the agenda is responsible for it as the topic owner:

  • Provide materials / documents for reading in good time

  • 3 days before - otherwise postponement to the next date

  • Clarify questions in the chat

  • Protocol responsibility: Final editing

At the meeting:

  • All roles & tasks are assumed by all participants

  • Topic owner = facilitator for their topic

  • Everyone else is actively involved - in the discussion or in the minutes

Advantages of efficiently organized meetings:

  • Fewer & shorter meetings

  • Decision-making process: faster results and time savings

  • Employees: Higher motivation & commitment through active participation

  • Viral distribution to other project teams

  • Once you've experienced the benefits, you won't want to go back!