Over the last 40 years, I’ve had the pleasure and sometimes the challenge of conducting and participating in thousands of meetings. I’ve seen firsthand that the difference between a productive meeting and an unproductive one often boils down to a simple factor: understanding the crucial distinction between being prepared and being informed.
When most people walk into a meeting, they have reviewed the provided materials and have a broad understanding of the topic at hand. However, this level of preparedness equates to merely being informed, and it doesn’t foster the strategic insights and critical thinking necessary for fruitful discussions and decision-making.
In a boardroom meeting with one of our prestigious clients, I recall a well-informed participant presenting an extensive report on potential business expansion strategies. The room was filled with nods of acknowledgment but also a tangible sense of confusion. The meeting concluded without a clear decision, and the team members felt disoriented rather than motivated.
In contrast, being prepared involves not just knowing the information but understanding the underlying decisions that need to be made, the necessary information for those decisions, and pre-thinking the questions that need to be answered. It involves challenging the real problem to be solved and reviewing the information to discuss interpretations, questions, and concerns, not just facts.
Imagine a meeting where all attendees have dissected the topics, pre-thought the questions, identified potential decisions, and critically analyzed the available information. The discussion would be far more productive, and decisions would have input and buy-in from all involved.
So, how do we ensure that meetings are not just gatherings of informed individuals but powerhouses of prepared minds? Here are some actionable steps:
Define the Purpose
Before every meeting, clearly define what decision(s) we want to make. Share this objective with attendees.
Identify Required Information
Once the purpose is established, identify and communicate the information required to make those decisions.
Encourage Critical Review
All attendees should review the information in advance, focusing on interpretation, questions, and concerns. Promote critical thinking over merely digesting the information.
Pre-think Questions
Invite participants to pre-think the questions that need to be answered during the meeting.
Challenge the Problem
Lastly, pre-challenge the real problem to be solved. Is it the most pressing issue? Is there an underlying problem that’s being overlooked?
In a similar boardroom scenario as above, but this time with the attendees well-prepared, the result was drastically different. The meeting led to a strategic decision on business expansion, with all participants clear on the reasons behind the decision and their roles in executing it.
It’s essential to remember that everyone’s approach to preparation will differ based on their behavioral style. Some people need more time to absorb information, consider alternatives, and research their thoughts before they are comfortable and willing to share their ideas. Others excel at thinking aloud and can be more fluid in discussions. Respecting and accommodating these differences will foster a more inclusive and productive meeting environment.
By implementing these steps, your meetings will become catalysts for action rather than mere information exchanges. And remember, the most valuable insights often surface in the meeting itself when people have come prepared.
Let’s eliminate post-meeting “aha” moments that lead to decision reversals. Let’s redefine our approach to meeting preparation and unlock the full potential of our collective intelligence.
Ready to supercharge your meetings and boost your team’s productivity? Dive into more insights and strategies in my book, “The Leader Launchpad.”
About the Author: Howard M. Shore is the CEO of Activate Group, Inc., a growth expert, renowned speaker, and bestselling author of “The Leader Launchpad.” Known for his practical advice and real-world experience, Shore has dedicated his career to helping organizations develop their leadership capabilities and cultivate high-performing teams.*