Introducing the four P's to a perfect meeting

 

I want to talk to you about the Four Ps to a perfect meeting.

#At the moment we've got more people working remotely, we are probably having more virtual meetings than we've ever had and there are some fantastic tools out there that that enable us to do this. We’ve got to make sure we are making the most out of these tools and that comes a little bit down to the quality of your planning and the quality of your thinking before you actually hold some of these meetings that you are having.

Now ultimately what we're trying to do here is ensure that everyone remains connected, everyone feels part of a team, everyone's clear around how the business is progressing and has an opportunity to also share and connect with their team members and also yourself as a leader.

When we think about our best approach, I'm going to share with you a Four P approach to having that perfect meeting, then I'm going to release another four blogs that will go into a little bit more detail behind about each of those Ps and give you some easy to understand and simple to implement frameworks and ideas.

So, the first of the Four Ps is about purpose. From my experience quite often we will usually start off with an agenda, and we'll go into the meeting with that agenda, but what we need to do is be really clear on the purpose. What's the purpose of this meeting and what are the outcomes that we really want to generate?

The second of the Ps is then thinking about the process. The process in order to achieve our purpose. Now when we think about the process or the agenda, it's important to have an idea the of key business metrics, some of the problems you're working through, some of the solutions you've identified, but also it's important think about, within that process, how you're engaging and how you are motivating your team. Because, fundamentally, at the moment people are going through lots of change, lots of challenge, lots of uncertainty, and motivation and engagement is fluctuating. Having a meeting through the virtual tools that you have is a great opportunity but only if you've got the right process in place.

The third of the Ps is around people, so the audience, really important that you think about the audience and think about the people that are attending, What are their personality styles? What are their preferences for how they prefer to operate in these kind of environments? Because what you need to do is consider how you can best really connect with some of these different personalities that are within your team, because the reality is it is important that everyone has a voice.

From my experience, and I'm sure you'll see this too, quite often you can have one, two or three people that will dominate. But what you need to do is make sure that everybody has a voice and everybody feels like they're being heard and they are not in isolation on their own.

The fourth and final P is about pace. As a manager and a leader your job is to facilitate that meeting effectively, and to do that you need to think about the pace that you need to hold that meeting. Think about your process, think about the purpose, and think about the types of people, then think about your pace in how you're holding that meeting, because there will be times when you really want quick decisions and that's where the pace needs to pick up, because that's urgency. So bring the pace back down because what you’re trying to do is create better thinking space, and when you create better thinking space you are more likely to get more creativity and more likely to get more innovation.

So really think about that because it's all very well having the process in place, and the agenda in place, but unless you facilitate that process effectively you are not going to achieve your ultimate purpose.

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