E24 How to Run a Meeting: Make Your Meetings Effective, Efficient, and Enjoyable

Host: Christopher L. Camp, M.D., Creator & Guide | Mayo Clinic Human Optimization Project

Guest: Joshua B. Murphy, Legal Counsel | Mayo Clinic – Rochester, MN

 

Current knowledge workers are spending an average of 15 or more hours per week in meetings, and for many of us, that number can be doubled. What’s with the meeting mania? With the amount of time we are spending in meetings, it’s critical that we make these meetings meaningful. Let’s face it, many of them are far from that. So how do we fix this? To bring clarity to this issue, our expert here to help us with this is Josh Murphy.

 

The three big questions we are going to work through are:

1. What defines an effective meeting and why does it matter?

2. Why do most meetings feel like a time waste, and what impact does that have on us?

3. What steps can we take to make our next meeting, effective, efficient, and enjoyable?

 

How to start a Mayo Clinic Human Optimization Project “Pod-Club”:
Step 1: Find 2-30 friends who want to get better
Step 2: Choose your episodes (can be focused on specific themes or random)
Step 3: Listen to/watch the episodes
Step 4: Meet with your group to work through the provided discussion questions in the PDF for each episode, and feel free to add your own!
Step 5: Celebrate the fact that you are turning passive knowledge into action!

 

Discussion Questions for this Episode:

1. Josh Murphy defines a meeting as a synchronous, face-to-face or virtual interaction with shared reference materials. How has his perspective clarified your understanding of when a meeting is truly necessary versus when other communication methods might be more effective? 
2. The podcast uses the analogy of a surgery to describe an ideal meeting (only if needed, right people, prep, clear purpose, timely, follow-up). Which of these "surgical" elements do you find is most often missing from meetings you attend or lead? For those you lead, identify an element that is missing but needs to be included or an element that you can communicate more clearly to those attending the meeting. 
3. Josh identifies four categories of meetings: 1) strategy, 2) planning, 3) execution, and 4) context/culture. Which of these categories do you believe is most commonly overlooked or poorly implemented in your organization? What is one thing you can do to improve? 
4. The discussion highlights that poorly run meetings lead to lost productivity, decreased confidence in leadership, and individual harm (eating into personal time). How do these affect your motivation and engagement at work? 
5. As an attendee, common mistakes include being off-camera, unprepared, or distracted. What is one specific action you will take to be a more engaged and positive participant in your next meeting, even if you're not leading it? 
6. The podcast suggests that incorporating positivity and even humor can make meetings more enjoyable and engaging. What is one way you could intentionally foster a more positive atmosphere? 
7. Josh emphasizes the importance of seeking feedback on meetings, both formally and informally. How often do you provide or receive feedback on meeting effectiveness? What is one way you can engage in continuous improvement related to meetings?  

8. The challenge encourages listeners to apply the "meeting as a surgery" checklist to their next meeting. Which element from that checklist do you think would be the most impactful to add or improve in your upcoming meeting, and why? 
9. At the end of the next meeting that you lead, ask 3 people to tell you 3 things that you could have done differently to make that meeting more effective.  

 

Learn more about the Human Optimization Project at: https://ce.mayo.edu/optimize
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Instagram: @MayoHumanOpProj
YouTube:  The Human Optimization Project - YouTube
Email: optimize@mayo.edu