Articles

How to Run an Effective Meeting – Tutorial

September 29, 2019


– So here’s how to have
world class meetings. At EOS Worldwide we teach
every client something called the Level 10 Meeting. We call it Level 10
because very business owner we’ve interviewed, we ask
them to rate the effectiveness of their meetings on a scale of one to 10. On average they rate it a four. So if you’re normal, the
effectiveness of your meetings is somewhere around a
four, here’s how to get it to a level 10. As I illustrate the
Level 10 Meeting for you, couple things I want to make note of. The reason it’s so effective
and why it’s world class is frankly, it’s a time management tool. You and your leadership
team coming together for the precious 90 minutes
I’m about to show you is gonna save you time. You’re literally going to
save two to three times the amount of time you invest
in the Level 10 Meeting as a result of avoiding train wrecks, the left hand knowing what
the right hand’s doing, miscommunications being avoided, and being more effective and accountable. With that said a great
meeting pulse has five points. A great meeting needs to
be same day, same time, same agenda, start on
time, and end on time. And so here we go I’m now
gonna show the psychology, the philosophy, and the flow of the perfect Level 10 Meeting. So here’s the Level 10 Meeting. First of all the meeting starts on time. What a concept. As Vince Lombardi taught
us, early is on time. On time is late. So if your meeting is Monday at 9:00 a.m. You and your leadership
team are there at 8:55 small-talking, ready to roll. Whoever runs the meeting,
at 9:00 on the button says, okay everyone, good news. And so you’re gonna start your meeting off with good news. So what good news is is it’s a segue. It helps a leadership team
transition from working in the business all
week, to on the business. It also brings a human
element by sharing both personal and professional good news. So when I talked about the
psychology, the philosophy and the flow, a huge psychology
is just that human element that you bring. Good news takes about five
minutes, so it’s pretty rapid fire around the table. After good news you then
go into reporting mode. And so the next three agenda
items are all about reporting. And so the psychology here is
you’re now going into the mode where you’re making sure that
everything that is important in your business is on track. You’re making sure that
your numbers are on track, your priorities are on track,
and all your people are happy, and so here’s what I mean. You’re gonna first review your scorecard to make sure that all your
scorecard numbers are on track, five quick minutes. You’re then going to do a rock review. And you’re going to review
to make sure that every rock you set for the quarter is on
track, all of your priorities, five quick minutes there. And then you’re going to share any customer or employee headlines. And what that is, is you’re
sharing good and bad news about customers or employees. One sentence headlines
so you’re all in the know on what’s going on with
all of your people. With that said, again
we’re in reporting mode, any number that’s off track. Any rock that’s off track or any customer or employee headline that requires discussion,
or it’s an issue that needs to be solved, you just
simply drop it down. Drop it down. Drop it down, and during
this reporting mode the idea is no discussion. You’re not solving anything,
you’re just reporting 15 quick minutes because five minutes on customer employee headlines,
and you’re just building the issues list which
I’m gonna come back to for you in just a moment. Once you’re done
reporting, you’ve extracted all the relevant issues, we then bring a little accountability into
your life with a to-do list. Now watch this, very important to note. The to-do list is baked right
into the Level 10 agenda. The Level 10 Meeting
agenda is one document that you’re managing as a leadership team. It is a dynamic document
where to-dos are going on, coming off. Going on, coming off every week. And your issues are going on
and coming off every week. So again a very dynamic document. With that said, five
quick minutes reviewing all of last week’s to-dos to make sure they all got to done. Rule of thumb. 90% of your to-dos should
be dropping off every week. If they’re not there’s
a problem somewhere. Typically an accountability
problem, but nonetheless everything you committed to
last week, 90% should be done. Form there, after five
quick minutes we then go to the portion of the Level
10 Meeting called IDS. IDS is the issues solving
track we teach every client. The IDS stands for Identify,
Discuss, and Solve. When you go to your
issues list, you populate that issues list for the week. You prioritize what is
the number one, number two and number three most important issues. Never start at the top
and work your way down. Always focus on the most important issue. You take number one and you first identify what is the real issue here? Before you start solving
anything it’s vital you all agree here’s the issue. And sometimes you have to
dig, dig, dig, dig down to the root to get to
the issue but nonetheless you first identify. Once you’ve identified
you then move to discuss and that’s where you and
your team openly and honestly discuss that issue. Every option, every solution, every idea. Then we push to solve. The only reason you’re
talking in this portion is to solve issues. So you take number one you IDS it. Once it’s solved that issue
comes off the issues list, dynamic document. Typically a to-do or two
is created that needs to get done in the next seven days. To-dos are seven day action items. We then go to number two. And we IDS it. When two is solved, becomes
a to-do, we go to three, IDS. Some weeks you’re only
gonna get through one issue. Some weeks you’ll get through 10. You never know but as
long as you’re taking in order of priority, you’re
doing the right thing. With that said, you have a
full 60 minutes for IDSing. Once there are five minutes
left in the meeting, you then conclude the meeting. And in the conclusion,
wherever you are on IDSing, conclude the meeting at 10:25. Five minutes left you
do three quick things. You recap the to-do list. You discuss if there are
any cascading messages that needed to be cascaded out to the rest of the organization, and you quick rate your meeting one to 10, how’d you do today, 10 being best. This is gonna help you and your team start to self correct. You should be getting an eight minimum. Eight is the minimum standard
and so if it’s not an eight you just simply get to ask
why, and start to self correct. And then at 10:30 on the
button meeting ends on time. So your meetings aren’t collapsing on top of other meetings in the organization. Back to the real world. That’s how to have a world
class, level 10, 90 minute, weekly meeting with your leadership team.

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