Effective Meeting Practices

𝗧𝗵𝗲 𝗮𝗴𝗲𝗻𝗱𝗮 𝘂𝗽𝗴𝗿𝗮𝗱𝗲 𝘁𝗵𝗮𝘁 𝗰𝗵𝗮𝗻𝗴𝗲𝘀 𝗲𝘃𝗲𝗿𝘆𝘁𝗵𝗶𝗻𝗴 Most PD agendas go like this: • 9:00 Welcome • 9:30 Content overview • 10:15 Activity • 11:00 Break • 11:15 Share-out Looks fine… until you remember participants are silently asking: 𝘞𝘩𝘢𝘵 𝘢𝘳𝘦 𝘸𝘦 𝘥𝘰𝘪𝘯𝘨? 𝘞𝘩𝘺 𝘢𝘳𝘦 𝘸𝘦 𝘥𝘰𝘪𝘯𝘨 𝘪𝘵? 𝘏𝘰𝘸 𝘸𝘪𝘭𝘭 𝘵𝘩𝘪𝘴 𝘢𝘤𝘵𝘶𝘢𝘭𝘭𝘺 𝘩𝘦𝘭𝘱 𝘮𝘦? Enter the 𝗪𝗵𝗮𝘁–𝗪𝗵𝘆–𝗛𝗼𝘄 𝗔𝗴𝗲𝗻𝗱𝗮—a small shift that builds massive trust and buy-in. For every activity, you answer three questions: 𝗪𝗛𝗔𝗧 are we doing? 𝗪𝗛𝗬 does it matter? 𝗛𝗢𝗪 will we learn or engage? 𝗪𝗵𝘆 𝗶𝘁 𝘄𝗼𝗿𝗸𝘀: ✅ Transparency builds trust ✅ Clarity minimizes resistance ✅ Purpose sparks buy-in ✅ Different learning styles are honored 𝗘𝘅𝗮𝗺𝗽𝗹𝗲 𝘀𝗵𝗶𝗳𝘁: ❌ “10:15 𝘊𝘭𝘢𝘴𝘴𝘳𝘰𝘰𝘮 𝘔𝘢𝘯𝘢𝘨𝘦𝘮𝘦𝘯𝘵 𝘋𝘪𝘴𝘤𝘶𝘴𝘴𝘪𝘰𝘯” ✅ • 𝗪𝗵𝗮𝘁: Analyze real student scenarios • 𝗪𝗵𝘆: Practice applying new strategies in a safe space • 𝗛𝗼𝘄: Case studies in small groups + gallery walk 𝗣𝗿𝗼 𝘁𝗶𝗽: If you 𝘤𝘢𝘯’𝘵 define the WHY… maybe the activity doesn’t belong on your agenda. 𝗬𝗼𝘂𝗿 𝘁𝘂𝗿𝗻: What’s one simple change that would make 𝘺𝘰𝘶𝘳 PD agenda 10% clearer or more purpose-driven? Add a WHY? Clarify the HOW? Something else? Share below! 👇 P.S. If you want to grow as a PD facilitator, here’s my free Three Mistakes You’re Making with Your PD… and What to Do Instead tool: https://lnkd.in/guKwkGyu #ProfessionalDevelopment #PDDesign #AdultLearning #InstructionalCoaching #EducationLeadership

75% of cross-functional teams are dysfunctional. That’s not just a statistic, it’s a warning sign. Misalignment, unclear roles, delayed decisions, and missed deadlines are not signs of poor talent. They’re signs of poor clarity. And no amount of hard work can compensate for a lack of it. In high-performing teams, clarity isn’t a luxury, it’s a system. Two proven frameworks I’ve seen transform team effectiveness are: 1. DACI: A Decision-Making Framework DACI creates structure around who decides what, a common source of friction in cross-functional settings. Here’s how the roles break down: 1) Driver – Leads the decision-making process. 2) Approver – The final decision-maker. 3) Contributors – Provide insights and recommendations. 4) Informed – Kept in the loop on the outcome. When to use DACI: - Strategic decisions with multiple stakeholders - Product development or vendor evaluations - Situations where decisions are delayed or disputed 2. RACI: A Responsibility Assignment Framework RACI brings clarity to who is responsible for what, especially during execution. 1) Responsible – Does the work. 2) Accountable – Owns the result. Only one per task. 3) Consulted – Offers advice or feedback. 4) Informed – Needs updates, not involvement. When to use RACI: - Project rollouts - Process handoffs - Cross-functional initiatives with shared ownership Key Difference: - DACI is for decisions. - RACI is for execution. Together, they reduce friction, eliminate ambiguity, and ensure the right people are involved at the right time. What’s Changing in 2025? 1) Teams are blending DACI + RACI in agile environments, one for planning, the other for execution. 2) Tools like Asana and ClickUp are embedding these frameworks into workflows. 3) AI is helping auto-suggest roles based on project patterns. 4) Clarity is being embedded into culture, not just project charters. If your team is stuck, slow, or stressed… chances are, clarity is missing, not commitment. So here’s a question worth reflecting on: - Is your team clear on who decides, who delivers, and who is just being kept in the loop? Because without that clarity, dysfunction is inevitable, no matter how talented your people are. #Leadership #DecisionMaking #Collaboration #TeamPerformance #DACI #RACI #CrossFunctionalTeams #Execution #Leadership #3prm #tprm #thirdpartyrisk #businessrisk

Have you ever been in a meeting where: People come, people talk, it ends, you look at each other. And nothing happens? It has happened to me a lot of times. Here’s a framework that works incredibly well, Especially to get the agenda and tasks done. It’s called the WWW framework: → Who → What → When After a meeting is done, draw 3 columns on your whiteboard: → Who → What → When → Every action you have discussed goes in the “what” column. Then ask an open question to your team: “Who will do this first action?” Slowly, you will see people offer themselves for the task. → You can write their name in the “who” section against the task. Then you can carry on by asking them: “By when can you submit the task?” → And their deadline is set in the “when” column. Do this until everyone has been assigned their tasks. Why this works? When you publicly commit to do something with a deadline: → You are 95% more likely to get it done on time. Next time, try this framework & get back to me. Want to elevate your leadership skills? DM me “Growth” and let’s get started.

When I was CPO, I was frustrated that I was never meeting wth the right person or teams at the right time. My calendar was packed. Yet the person or team I needed to talk to was always scheduled for at least three days away. The team needs a decision, but you just had a 1:1 and won't meet your engineering partner for another four days. A controversial Product Review happens on a Thursday afternoon, and there isn’t time to get back together before Tuesday AM. I needed to create an operating cadence throughout the week that maximized productivity. After many years, here are some best practices: ➡️ Start the week with calendar review, emails, and logistics to set up the week well. If you have an admin, meet them then. ➡️ Executive team meeting early on Mondays to triage the weekend and the week. Weekly update meetings with teams on Monday afternoons, after the executive leadership meeting. This allows me to bring context, decisions, and asks from the leadership to the teams immediately. ➡️ Tuesdays are for external and cross-functional meetings. Having these meetings after the team and leadership syncs allows me to bring the latest updates and context to my cross-functional peers and externally. ➡️ Wednesday mornings are for large group decision-making meetings. This gives the team time in the week to prepare and have their pre-meetings. It also allows for any necessary follow-up meetings to happen during the same week. ➡️ Thursday is reserved for 1:1s. These are also the most easily moved if urgent, critical meetings come up from earlier in the week. ➡️ Friday is for interviews and org work. There is almost always at least one interview on Friday, and it’s a good time to think about people and culture. ➡️ Friday afternoon is when pre-reads, weekly updates, and any critical context sharing material are due to be emailed out for the meetings the following week. This ensures everyone who attends has the time to review and prepare. Remember, the intent is to try to create themes that allow you to better prepare for meetings and have the right information. When the week operates on a loose drumbeat, everyone is better able to prepare and have productive conversations. ----- 👋 Hi! I'm Yue. I am a Chief Product and Technology Officer turned Executive Coach. I help women and minority aspiring executives break through to the C-suite. 🚀  🔔 Follow me for more content on coaching, leadership, and career growth.

Good decisions die in messy docs. If you want clarity and speed, compress it. One page. Five sections. No fluff. 1. Context – Why we’re here and what’s at stake. 2. Options – The real alternatives we considered. 3. Risk – Trade-offs, uncertainties, and what could break. 4. Choice – The decision, and the “why” behind it. 5. Follow-Ups – Who owns what, and by when. This format does 3 things well: Forces clear thinking. Speeds alignment. Leaves a record for future you. If your team debates endlessly or revisits decisions over and over, try the one-page memo for your next meeting. You’ll feel the difference.

In April I sent a company-wide note with the subject line “I hate meetings.” Unsurprisingly, it’s our most-read internal communication to date. My message was simple: meetings can be incredibly effective when done right, but we’ve all adopted some bad habits when it comes to using our time – and our colleagues’ time – wisely.   After soliciting feedback from colleagues around the world through polling, group discussions and direct outreach, I shared our first round of meeting-focused updates:   ✔ Default meeting lengths in Outlook would now be 20- and 40-minute blocks, as opposed to 30 and 60 minutes. ✔ Pre-reads should be utilized more, prepared in a thoughtful way and sent at least 24 hours in advance. ✔ Even when the purpose of a meeting is clear, agendas matter! We should get in the habit of creating clear and concise agendas for all meetings, regardless of length. ✔ Less technical, but just as important: when considering a meeting, ask yourself – can this be done another way (e.g., e-mail, phone call, walk down the hall for an in-person discussion)? If a meeting is required, when considering participants ask yourself who really needs to take part. In the first month, total meetings per week dropped by ~1,800, and total audio minutes per week dropped by ~15%; that’s 282,280 minutes, or more than 4,700 hours. Stating the obvious, that’s rapid culture change. And while things have normalized a bit (at least, until our next round of updates), we’re still seeing a downward trend. Are these groundbreaking ideas for how to become a more efficient and effective organization? No, but they don’t have to be. Sometimes it’s as simple as 1) reminding people that we don’t have to operate a certain way because “that’s how we’ve always done things,” and 2) encouraging ownership of our time, the most valuable commodity we have. #CompanyCulture #TimeManagement #WorkSmarter

Following meeting agendas and keeping to agreed break times is my ultimate green flag as a disabled and neurodivergent person. They’re inclusive behaviours that are truly underestimated. “If we skip this break, we can finish 30 minutes earlier than planned.” or “Does anyone mind if I do this agenda in a different order?” Hands up if you’ve said one of the above. I know I have! Agendas exist for a reason. They tell people what they need to prepare in advance and give an idea of what will be discussed. Many attendees will plan their contributions based on the agenda’s order. Changing it at the last minute can be disorienting for many different types of people. Similarly, break times matter. Ideally, meetings should include at least a 10-minute break for every hour and a 45-minute lunch break (preferably an hour) for all-day sessions. More importantly, once break times are set, they should be honoured. Some disabled people plan personal care support around meeting breaks. Others need downtime to maintain focus, take a guide dog out, or step away from the meeting environment for other reasons. They shouldn’t have to publicly share their needs just to access time that was already scheduled. Disabled people shouldn’t suffer because of poor meeting management. If time needs to be recovered or a meeting needs to finish early, adjust the content – not the breaks. #DisabilityInclusion #Disability #DisabilityEmployment #Adjustments #DiversityAndInclusion #Content

Making your meetings Neurodivergent-friendly is crucial for fostering an inclusive and productive workplace while also recognizing and respecting the varied cognitive processes and sensory experiences of your Neurodivergent employees. By adapting meeting structures and practices to be more accommodating, you not only empower Neurodivergent employees to participate more effectively, but you also enrich the quality of discussions by adding a fuller range of perspectives. This type of organizational inclusivity leads to a more collaborative atmosphere overall, where all voices feel heard and valued. Creating Neurodivergent-friendly meetings is relatively low-cost and low effort. It simply means adopting practices that give thought to diverse cognitive styles and sensory sensitivities. Here are a few ways you can get started: 1. Provide a clear written agenda in advance: This allows participants to prepare mentally and manage anxiety as well expectations. 2. Develop a structured meeting format: Include items like designated speaking times, links to related documents, and any rules or reminders. 3. Offer written or recorded transcripts: Post-meeting, make a summary of the meeting available for those who benefit from revisiting information and instructions. 4. Be flexible with communication methods: Encourage written contributions as an alternative to speaking. Also remember to be flexible with required on camera presence. 5. Actively seek feedback from Neurodivergent participants: This allows for continuous improvement in the inclusivity of your meetings, demonstrating a commitment to a welcoming and productive environment for all. Remember, adopting Neurodivergent-friendly practices in meetings can reduce anxiety and stress, which leads to improved well-being and job satisfaction for your Neurodivergent employees. Ultimately, however, embracing inclusive practices like this one not only benefits Neurodivergent individuals but also enhances the overall creativity, problem-solving ability, and productivity of the entire team, driving organizational success by creating equity. Looking for more ways to create AND sustain #DisabilityInclusion in the workplace? Hit the ‘follow’ button! I’m an openly Autistic #DEIB Facilitator and Speaker on a mission to close the disability leadership gap. Want to make your organization truly #inclusive? For Consulting, Speaking, Training & Workshops, email me at Becca@TrulyInclusiveLeadership.com or visit my website https://lnkd.in/ggFshWks Document description: in a dark green background, first pages reads "5 ways to create neurodivergent-friendly meetings", and the remaining pages repeat the 5 tips from text above. #Autism #AutisticAdults #neurodiversity #TrulyInclusiveLeadership

One voice hijacked the Board meeting. And it almost went sideways. It was a winter morning, and the boardroom felt brighter than the conversations we were about to have. A director with a long history in the company took his usual seat near the head of the table. The early items moved quickly, and then we arrived at pricing and margin, the contentious item on the agenda. The director leaned forward and began to talk about a different issue entirely, something large and adjacent that would have taken up the remaining time. Eyes dropped to laptops, the CEO paused, and the quietest director folded her hands. The room's vibe began to change. I let the director finish his first long arc, and then I gently raised my hand to interrupt the pattern. “I'm mindful we have 20 minutes left on this agenda item. Please can we come back to the decision at hand about the price adjustment?” The sentence was simple, the timeframe was clear, and it returned everyone to the work we were supposed to do. The director pivoted into a broader concern about market share and brand risk, and those were fair concerns. I called on two quiet voices and asked what they were seeing that could change their views on a price change. The meeting shifted to a better pace, and we now had perspectives anchored in data rather than status. We closed the item with a motion to pilot the price change for sixty days, publish a simple weekly dashboard, and return with customer feedback. I thanked the director for identifying a strategic risk and scheduled a separate session for the broader brand question. For me, authority in a boardroom comes from protecting the process and dignity of attendees. That enables good decisions to be made. When finance leads that way, clarity becomes part of the culture. 1. Frame decisions early. Ask the chair and one skeptical director to explain the decision needed and the risks they fear the most. Naming this early reduces the need for speeches. 2. Bring out the quiet voices first. Ask two people who rarely speak to share their observations. This expands the data set. 3. Separate the person from the idea. Acknowledge the value of concerns raised, then relocate them to the right forum. This teaches the room that ideas will be heard, just not everywhere and not at any cost. 4. Close with a clear summary. Explain the choice, the why, the owner, the first deadline, and the measure that will tell you if the decision was right. If you lead rooms where one voice dominates the conversation, try this sequence and watch the energy change. What's your biggest challenge when it comes to Board meetings? ------- ➕ Follow Jonathan Maharaj FCPA for finance‑leadership clarity. 🔄 Share this insight with a decision‑maker. 📰 Get deeper breakdowns in Financial Freedom, my free newsletter: https://lnkd.in/gYHdNYzj 📆 Ready to work together? Book your Clarity Session: https://lnkd.in/gyiqCWV2

Silence is not the absence of thought or engagement. It is often the incubator of great ideas. As someone who is naturally more reserved and quiet, I've often stumbled to speak in meetings, especially early on in my career. The louder voices tend to dominate the room, creating an intimidating environment where contributing feels akin to entering a yelling contest. Over time, I moved past this by developing my own strategy including preparing points beforehand, gathering my thoughts before speaking, writing detailed notes and sending them out after meetings, and asserting myself in a calm manner that felt natural to me. I wanted to write this post as a reminder for those who often hold the metaphorical microphone, to make room for the quieter voices in meetings. These individuals, often younger or part of minority groups typically bring unique observations, shaped by their distinct experiences. You can make meetings more inclusive by: 1. Establishing Company Meeting Norms: This can involve setting expectations for how meetings are conducted, including scheduling, setting agendas, participant list, rules of engagement and making it a must to distribute relevant information in advance, allowing everyone to come prepared. This also makes them more efficient ;) 2. Assigning a Facilitator: It's useful to have a designated person for each meeting to ensure smooth operation. They take on this role to ensure different opinions are heard, notes & action items are taken, and overall, that the meeting runs both efficiently and effectively. This role alternates between meeting attendees, and creates a collective sense of responsibility. 3. Creating Space for Silence: Instead of rushing to fill every moment with words, allow moments of silence after prompts and issues/challenges are presented. This gives people a chance to process information, formulate their thoughts, and contributes to a less pressured environment, often allowing for a more conclusive conversation. How do you include quieter voices in your meetings/team discussions? Share your strategies below! 👇🏼