How to Run a Productive Meeting — 3 Secret Elements.

When it comes to running meetings, the usual advice about having an agenda, and letting people to ask you questions. While this is good — it might not be enough to truly make your meetings productive.

Meetings should help you make progress and collective decisions, but none of those tips really help you lead a meeting where you can shape how you will get the answers and knowledge you need to achieve the objective of the meeting. The tips below are good, but we can say that those are not the essential ones and will not help you achieve the objective of the meeting.

• Set a meeting agenda.
• Ensure someone leads the meeting.
• Get the right people to attend the meeting.
• Set meeting ground rules, like being on time.
• Ensure participants understand any jargon.
• Invite participants to ask questions or provide feedback.

While those tips are valuable, they don’t constitute the fundamental elements that truly make a meeting productive. They lack a comprehensive framework for the person leading the meeting to achieve the meeting’s objective.

Let’s break it down in simpler terms and discuss a few things that will actually lead your meetings productively. We managed to break it down into three main things.

1. Set Clear Goals, Not Just an Agenda

Instead of just having a to-do list (agenda), focus on what you really want to achieve in the meeting.

It’s about setting clear goals.

Yes, having an agenda is helpful, but the main thing is making sure you accomplish what you set out to do and ensuring everyone knows why they are there too.

“The objective of this meeting or session is to:___________”

1. review this design/initiative/concept
2. discuss this proposal/idea/concept
3. brainstorm about [what] and create a backlog of ideas for [what purpose]
4. share an update with you on [what] to achieve [what purpose]
5. review the finalized version of [what] and get this approved by [whom?]

“At the end of the meeting we will have/know/do ___________.”

2. Understand How Everyone Feels

Meetings are not just about talking points; they’re also about how people feel. If only a few people are actively participating and the rest are silent, it’s hard to know if you’re on the right track. Pay attention to emotions even in online meetings, and use them to guide your decisions.

• On a scale of one to ten, with ten indicating a great idea aligning with our current goals and constraints, how would you rate this idea/proposal/design?
• Do you think we are moving in the right direction?
• How do you feel about this topic? Is this a priority or important to you?

3. Ask Questions that Matter

It’s not just about asking people if they have questions!

If you’re leading the meeting, it’s your responsibility to get the information you need from them.

Prepare at least three questions for each meeting that will move things forward.

Here are a few examples:

• Keeping our constraints and requirements in mind [a], [b], and [c], what would you add or remove from this initial idea?
• When looking at this [idea/proposal], what’s the first thing that comes to mind? What do you wonder about? What have you heard others are doing that could inspire our team?
• Are there any risks or considerations? Are there specific limitations or constraints to keep in mind during the review?
• Is there anything that could be changed or removed to reduce costs or simplify the implementation and distribution phases? e) How confident are you that this will work?
• Are there any unspoken fears, concerns, or worries that, if left unaddressed, could become significant issues later on?
• How would you define success?
• Does this update alter any previous plans or timelines? (yes, no)

You have a few blog posts like this one: Ask These Questions During Meetings — The Art of a Productive Meeting — that can help you.

Don’t just leave it to chance — ask powerful questions!

Instead of preparing an agenda and letting participants to ask you questions, define the (O)bjective, evaluate how people (F)eel about the topic, and always bring (Q)uestions to the meeting.

Discover the OFQ Framework.

OFQ Meeting framework — a simple yet powerful tool to transform your meetings into productive sessions.

It stands for Objective (what you want to achieve), Feelings (how do they feel about it), and Questions.

Let’s explore how this framework can elevate your meeting game in detail.

Understanding the OFQ Framework.

– Objective (O): Setting the Destination

The first pillar of the OFQ Framework is setting a clear Objective for your meeting. What’s the end goal? What are the expectations from participants? This clarity guides the entire meeting.

– Feelings (F): Gauging the Atmosphere

Meetings are not just about ticking off tasks; they are about people. The ‘F’ in OFQ focuses on Feelings. Pay attention to the emotional undertones during discussions. Are people excited, confused, or disengaged? Are you moving in the right direction?

Understanding the emotional pulse helps you steer the meeting effectively and get a better understanding of people’s priorities, but especially get a sense of whether you are moving in the right direction or not.

We all have different ways to read people, and not everyone is easy to read, so ask them. Ask them how they feel about your proposal? Or ask them if they think you are moving in the right direction.

– Questions (Q): The Catalyst for Progress

As the meeting leader, your responsibility is not just to present information but to extract valuable insights and achieve the objective of the meeting. Prepare at least three questions for each meeting — questions that propel the discussion forward, clarify doubts, and gather diverse perspectives.

Practical Application of OFQ

Live Meetings:

In traditional live meetings, start by clearly stating the Objective. Keep an eye on the emotional dynamics (Feelings) through body language and expressions or use emojis or even use a tool like Nova. Ask Questions strategically to keep the conversation flowing.

Asynchronous Meetings:

Even in async meetings, the OFQ Framework works wonders! Clearly outline the Objective when inviting people to you async meetings. Use asynchronous tools to gauge reactions and feelings. Encourage participants to respond with their thoughts on the questions you asked.

Tools to Help You Out

We’ve got a simple card deck and other free resources on Nova that can inspire and guide you.

The OFQ Meeting Framework is our secret sauce.

Leading the Way

Be the one who brings solutions.

Even though people might resist change at first, showing them a better way to lead meetings will be appreciated in the end.

Start implementing the OFQ framework in your meetings and noticed the benefits instantly.

In a Nutshell: Keep It Simple with OFQ

Remember three things when leading a meeting: know what you want to achieve, understand how everyone feels, and ask the right questions.

Simple, right? It’s the OFQ way.

Check out Nova for more examples and tools to make your meetings way better.