How You Can Improve Communication In Meetings

Love them or loathe them, board meetings are an essential part of the corporate environment — crucial for making important decisions and plotting the course for your business. But as with any aspect of business, poor communication can throw a spanner in the works if you’re not careful. Nobody wants to be stuck in an unproductive, confusing, or even frustrating meeting, but too often that’s what happens.   

In this blog post, we’ll explore some simple yet powerful tips to enhance how you and your team communicate during board meetings. By following our guidance, you’ll stand a much better chance of having meaningful, productive discussions. So, clear your schedule and set your status to ‘do not disturb’ as we dive straight in!

Set clear objectives and agendas

The foundation of any successful meeting is having a clear purpose. Before the meeting, define the objectives. What decisions need to be made? What are the key issues that need to be discussed? Knowing these objectives will help keep the meeting focused and on track.

Once you have the objectives, create a detailed agenda. An agenda not only outlines what will be covered but also helps to structure the conversation. Send the agenda out well in advance so that all participants have time to prepare. This ensures that everyone comes to the meeting ready to contribute to the discussion, rather than figuring out what’s going on once they arrive.

Key points to consider:

• Always have a written agenda. 
• Circulate the agenda at least 48 hours before the meeting.
• Ditch the cumbersome Word documents and embrace the cloud. By relying on a platform like Google Docs instead of locally saved documents, you’ll ensure everyone has access to the files required for full participation in the meeting.
• Allocate specific time slots for each agenda item to prevent overruns.

Encourage participation from all members

One of the most common issues in board meetings is that a few voices tend to dominate the conversation. This can lead to groupthink or, worse, cause important perspectives to be overlooked. It’s crucial to create an environment where everyone feels comfortable speaking up.

Start by actively encouraging quieter members to share their thoughts. This can be done by directly asking for their opinions during discussions or by creating opportunities for everyone to contribute, such as round-robin style updates. The goal is to ensure that no one feels left out or undervalued, and that a diverse range of opinions is heard.

Tips to foster participation:

• Directly ask quieter members for their input.
• Use structured methods like round-robin or breaking into smaller groups.
• Make sure the meeting atmosphere is inclusive and respectful.
• If you’re managing a global business, consider offering courses in English for non-native speakers, or hiring an interpreter. 

Practice active listening

Effective communication isn’t just about speaking clearly — it’s also about listening actively. This means giving your full attention to the speaker, avoiding interruptions, and responding thoughtfully. Active listening helps to ensure that all viewpoints are understood and considered, and it also encourages a more collaborative atmosphere.

To practice active listening:

• Maintain eye contact and show that you’re engaged.
• Avoid interrupting or finishing other people’s sentences.
• Summarize or paraphrase what has been said to confirm understanding.
• Use nodding and verbal affirmations to show engagement.
• Confused? Don’t be afraid to say so! Ask clarifying questions to ensure you understand the speaker’s point.

Manage time effectively

Time management is critical for keeping board meetings productive. Without a clear plan for how time will be used, meetings can drag on or get sidetracked. Setting time limits for each agenda item and sticking to them helps to ensure that the meeting remains efficient and focused.

One way to manage time effectively is by appointing a timekeeper. This person’s role is to keep track of how long each topic is taking and to signal when it’s time to move on. Additionally, breaking the meeting into time-boxed segments can help maintain momentum and energy.

Time management tips:

• Allocate specific times for each agenda item and stick to them.
• Appoint a timekeeper to monitor the clock.
• Consider using a timer to keep everyone on track.

Use technology wisely

Technology can greatly enhance board meetings (Diligent’s board meeting software is a prime example), but it’s important to use it wisely. Tools like video conferencing, collaborative document editing, and presentation software can facilitate smoother and more interactive meetings. However, relying too heavily on technology or using it ineffectively can also be a distraction.

Before the meeting, ensure that all technological tools are tested and functioning properly. During the meeting, use technology to support the discussion, not to replace it. For instance, use shared documents to collaboratively edit notes, or utilize screen sharing to present information clearly.

Technology tips:

• Test all tech equipment and software before the meeting starts.
• Use video conferencing tools for remote participants.
• Share documents and presentations in advance.

Address conflicts constructively

Conflicts can arise in any board meeting, but how they are handled can make a big difference. Instead of letting conflicts derail the meeting or lead to unproductive arguments, address them constructively. Encourage respectful dialogue and focus on finding solutions rather than placing blame.

Conflict resolution strategies:

• Acknowledge the issue without escalating it, and if the situation begins to spiral out of control, engage in de-escalation. 
• Facilitate a discussion where all parties can voice their concerns.
• Work towards a consensus or compromise that everyone can agree on.
• Stay calm and neutral when conflicts arise.
• Encourage all sides to express their views.
• Focus on finding a solution rather than assigning blame.

Follow up with clear action items

At the end of the meeting, it’s important to summarize what has been decided and outline the next steps. This ensures that everyone leaves with a clear understanding of their responsibilities and what needs to be done next. Documenting action items and deadlines helps to keep everyone accountable and on track.

To wrap up a meeting effectively:

• Review key decisions and action items.
• Assign responsibilities and set deadlines.
• Distribute meeting minutes and follow-up tasks to all participants.
• Clearly define who is responsible for each action item 
• Set realistic deadlines for completion.
• Follow up on action items at the next meeting or through regular updates.

Remember, effective communication is key to making informed decisions and ensuring that everyone is on the same page. With these tips, you’ll be well on your way to running more productive and engaging board meetings. So, go ahead and put these strategies into practice — you might just find your next meeting is smoother and more successful than ever before!