With the controversy that arose over Bezos’s “two pizza rule”, it seems that business leaders are split on what they expect to occur within meetings. Do you have any strict rules or guidelines you follow when it comes to the length or quality of a typical meeting?
Well, my strict rule is eye contact and no phones. Eye contact is to assure me you are actually paying attention and listening to the issue at hand. No phones because it is a MAJOR distraction from everything. I don’t care what’s going, only if it’s a life or death situation. But if not, no phones allowed, and this has been very helpful and productive during meetings.
-Sandra N.
In my line of business as a manager, in many instances, I am a consultant, Entrepreneurs, Music Artists, and Comedians, typically have a lot to talk about outside of business as well. I always use my effective listening and communication skills, therefore my clients find it easy to communicate with me. I try to get as much out of them through written communication before verbal. This allows me to know what type of meeting we are going to have and what time of day would work best. As an entrepreneur work/life balance is very important to me. Therefore, I try not to make myself too assessable to my clients. This allows me to schedule my day and for clients to think more about their situations. Music artists tend to play music for feedback during meetings. This means I meet with them later in the evening because that meeting will be longer. For Entrepreneurs, I provide a time slot that fits both our busy schedules and an agenda. I make sure the key points are communicated several times before the meeting is over. Typically, I like to keep these meetings under an hour. The most important factor is knowing your clients. That will determine what to exact in meetings.
-Broderick Huckaby, Owner & CEO of Royalty Sounds Ent
Though I don’t have any strict rules, meetings should adhere to a certain time frame and focus on the topics that are of most importance. Once those topics have been visited, then the team should be allowed an allotted time to give their feedback. I have enjoyed a meeting where we were allowed to share, but the meeting didn’t dig into our personal time. It was productive. Productive meetings are the best. These are not for negativity and reprimand.
-Kimberly M. Vann, Global Educator & Hair Stylist
As a coach and business owner, I can definitely understand and relate to the anxiety that comes with wanting to provide your clients with the best quality virtual meeting or session. Some of the personal guidelines that I enforce before my meetings really gets started are pretty basic, but they make a huge difference. Guidelines 1) As you enter the meeting, mute yourself when you enter (if they don’t know where the mute button is, direct them where to find it or mute them yourself-you can preset that option in Zoom) 2) If your meeting involves a Q&A of some kind, express and encourage participants to ask questions at designated point(s) during the meeting. If you have a lot of introverts or those who can’t speak while the meeting is going on, encourage them to participate in the chat so they do not feel ignored. 3) If it is a lengthy meeting, build in 10-minute breaks so the participants can stretch and grab a beverage to stay awake and engaged and not distracted by fatigue.
-Samantha Helene C., Christian Coach & Author
Firstly, all parties involved in the focus of the meeting should be in attendance either to share in the discussion or be kept abreast of company operations. Secondly, the meeting is kept on-task, discussing what the meeting was called to discuss and ending by assigning tasks and roles and desired outcomes to designated parties. Lastly, we flesh out a timeline or deadline for tasks to be completed and routinely update all parties involved in a project on their respective progress until the project’s completion. The length of time is usually kept short so as to be efficient and not subtract from the time available to complete the tasks or business which is discussed in the meeting.
-Venessa Abram; Entrepreneur, Brand Strategist, Marketer
Each of the participants have to put in a ball a paper with one topic they would like to the company improves and within 15 minutes of the end of the meeting I choose one paper. I see the request and take in consideration the request… Any ways I as the owner of the company take all papers to home and see what everybody think we need to improve.
-Pierina Montano, CEO
I do not have strict rules, but I do have things in place to ensure effective meetings. I do believe a smaller cast makes a stronger nucleus. I find it easier to create a strong foundation on the business meeting’s topic that way. It also saves time. Smaller groups also give more room in the meeting for all involved to be evenly heard. I like that most.
-Illyansaje T. Muse, Sole Creator of 222.9 The Mothership Online Radio Station
Strict guidelines are one session of a meeting should not last longer than 45 minutes with a 10-minute break. People get antsy and tend to stop listening. Also, lunches should never have heavy food because people get sleepy, dose off, and do not pay attention anymore. The bulk and most important of your information should be in the daytime. No exceptions. more than 8-hour days are a no go. If it is feasible for your company 9-12 45-minute lunch, then 1-3 or 4.
-Tae Lee, Money Maximizer
I run my own business managing my brand, fashion photoshoots, brand deals, sponsorships, etc. and treating my team with respect and working closely with them one-on-one and in small teams is essential to us accomplishing my goals. Working with small teams is definitely something I prefer and am more comfortable with. With a small intimate team, people are more relaxed/less stressed or anxious and are more likely to affectively contribute to work discussions. Once too many people are in a meeting, it can be overwhelming and less effective. Once you find and hire a smart team of people, you need to provide them the environment to be their best and contribute as much as possible. Overall, I agree with the “two pizza rule” — influencers who are ultimately entrepreneurs as well like myself should focus on small groups when working on a shared goal. And they can also make sure meetings don’t go on for more than 60 minutes because after that, attention spans are less alert.
-Madison Martina, fashion model
Yes, because our team is large, we must be strategic on how we address agenda items and future topics. We have our team send agenda items in advance, we never ignore requests, but we limit each agenda item to ten per meeting and no more than 2 minutes per topic for time sake and to be most productive with our meeting times. It also forces the agenda item owner to be prepared to communicate their need and explain their perspective. This allows everyone to be organized and respectful of everyone’s time. We have weekly meetings, and this has been a success with us because everyone voices their opinion and we are also encouraging them to publicly speak. It’s great!
-Jessica Lewis, Owner of Shipping Living
