What's the key to a successful meeting?

Prepare to perform better

Bear in mind that some of the participants in your meeting will need time to analyze the issues beforehand. Setting guidelines before the meeting provides a framework for each participant and optimizes the meeting's performance.

First and foremost, invite only those participants who absolutely must attend. Colleagues who are not essential to the meeting will waste their time, and you will lose productivity. When in doubt, remind invitees that they can always decline the invitation if they anticipate that their presence is not required.

Specify the purpose of the meeting or the problem you wish to solve. If there are several, specify how much time will be allocated for each one. Good planning ensures that all the points are covered without cutting any corners.

Putting everything together in an agenda shared with the guests will enable them to prepare themselves or suggest the addition of important points for their respective projects.

Finally, right at the start of the meeting, don't hesitate to mention the objectives that need to be achieved by the time the meeting comes to a close.

What is the ideal length of a meeting?

Studies show that our brain's attention span is generally between 10 and 20 minutes. It is therefore preferable to set up meetings lasting between 30 and 60 minutes, with a break after 30 minutes.

Before the meeting, as mentioned above, determine the time allotted for the meeting. You can use a timer to keep track of the time allotted for each point to be discussed. You can also appoint a timekeeper to keep you informed of the time remaining for each topic.

Sometimes a discussion can take a turn you didn't anticipate. It's perfectly normal! In such a case, if the "new" topics are relevant and deserve our attention, don't hesitate to use the "parking lot of ideas" method, where we list the subjects that should be dealt with as a priority at a future meeting.

Finally, it's perfectly justified to bring the conversation back to the original topic, when the situation calls for it. Meeting participants will still feel that you've taken their ideas on board, and know that the subject will be addressed at a later date, as soon as possible.

The more the merrier?

The number of participants in a meeting (especially at a distance) is a major factor in its success, since each of your colleagues won't necessarily have the same amount of time to speak, given the time allotted. It has been proven that an effective meeting should not contain more than 10 people.

Don't forget that the larger the group, the greater the chance that some employees will feel uncomfortable speaking up and expressing their views. As a result, you run the risk of losing out on a lot of valuable information from colleagues who are simply less comfortable expressing themselves in public. In this case, your role as moderator is to ensure that everyone has had a chance to express their point of view.

If you have a really large number of participants, ask them to send you questions in advance, or create online polls to find out their opinions on certain topics. In virtual mode, encourage them to write their comments in the "chat" section of your Zoom, Microsoft Teams or Google Meet software.

Technological tools to help you during remote meetings

• Beenote software lets you track meeting points remotely. This follow-up can be shared with your colleagues, who can also contribute to it. Beenote connects to your Gmail or Outlook calendar and lets you send automated meeting reminders, customize the agenda and add certain documents. A good ally for a well-prepared meeting!
• Have you heard of Gather Town? This fun little program lets your colleagues walk around a virtual office, a bit like a video game. As your avatar moves closer to your colleague's, you'll be able to communicate with them and see them in real time if their camera is on. Want to change the discussion or ask your manager a question? No problem, just move your avatar over to his or her desk, and it's done! It's fun, it's funny and it's a great way to keep in touch with your colleagues.
• Online-Timer.net is an extremely easy-to-use timer that can greatly assist in the efficient running of your meetings. You can even add an alarm at the end of the meeting, the sound of which will make your colleagues smile.
• Miro software will surprise you with its ease of use and virtual "post-it" notes. You can use a variety of colors, fonts and visual themes. At the end of your meeting, the notes posted on your "board" will be translated into a PDF file that you can keep and share with all participants. Efficient, visual and even fun!

Conclusion

While there's no "recipe" to guarantee the success of your meetings, whether face-to-face or remote, a good method and the right tools will help you mobilize your colleagues and be productive. Don't forget that planning a meeting will always be the key to its success, even if factors such as the time allocated to each point, the number of participants, impromptu topics, etc., can influence the way it unfolds. On that note, enjoy your meeting!

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