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Choosing the meeting participants Tutorial

Wondering who to invite to your next meeting? The right participants can make all the difference! Explore the essential filters of number, competence, and motivation to refine your invite list. Discover powerful strategies to enhance collaboration and boost productivity. Watch now to unlock the secrets to effective meeting planning!

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The answer seems simple,

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and yet shall we take a closer look?

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Run your invitations through the filters of number,

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motivation,

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competence,

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and sponsor,

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and you may be surprised to end up with a new list.

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Let's start with a number,

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the number of people in a meeting

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from 3 to 1010 is already a lot,

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especially when it comes to decision making.

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Google has established a rule.

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Don't include more than 8 people

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at Amazon.

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There is the pizza rule,

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the 2 pizza rule.

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To be effective,

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the number of participants in a meeting should

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not exceed the number of people eating 2 pizzas

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at the rate of 1 pizza

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for 4.

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Amazon encourages no more than 8 people per meeting.

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Be aware that if there are more than 10 people.

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It will either be a meeting to transmit information

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or you will really have to work on the facilitation method beforehand.

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You may think that 10 people is not a lot,

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especially if you consider that many people are concerned by the subject.

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So how do you make the choice?

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Inviting the people concerned by the project is a given.

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However,

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perhaps not everything involves them,

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and it is better to have two small 15 minute meetings than

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one long meeting where half the participants are twiddling their thumbs.

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Can you suggest to some of the participants

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that they join you only for the first or last motion?

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Very easy to organize if they can join online.

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Can you make sure that these less concerned get a meeting report that

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is detailed enough on their section so that they don't need to attend?

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It may have taken you another 10 minutes

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to give the absent person the details on their section,

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while the person will have gained 1 hour

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by working on their files instead of having to attend the meeting.

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The invitation to the meeting forces us to think collectively and globally.

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Am I willing to spend another 10 minutes to

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give Anita a debriefing with the information she needs

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by email or a short call

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and relieve her of one hour of attendance?

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And then Anita can return the favor.

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Being concerned by the subject of the meeting is not enough.

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Who has the competence to bring real added value to this meeting?

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That is the real question.

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Someone who will speak,

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guide the discussion,

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and then take part in the final action plan.

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If you're thinking,

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ah,

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if Anita isn't there,

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it won't change the outcome of the meeting,

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then Anita has no real reason to attend.

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Send her a meeting report

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unless,

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unless

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it affects her motivation,

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and that's the purpose of the last question.

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Will the participants you are about to

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invite gain motivation while attending the meeting?

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Maybe Anita won't change the outcome of the meeting,

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but her presence will really boost her motivation and therefore her performance,

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and her motivation could also be contagious.

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The more motivated the participants are,

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the more productive your meeting will be.

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Remember to motivate the selected participants

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individually in advance of the meeting.

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Did you make sure that they knew the subject and the objectives?

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Do they know what is expected of them individually?

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If you feel that they are not very active and reluctant to express themselves,

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let them know your expectations and how you think they can bring real added value.

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If the participants are unmotivated yet essential,

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you will need to develop new talents

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so that your preparation and facilitation will inspire

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participation and commitment.

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Last piece of advice

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in the choice of your participants,

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involve a sponsor,

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an external expert on the subject,

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a client,

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a consultant,

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or the representative of a pilot team or a superior.

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Especially if you are leading a meeting to set

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up a new organization or participate in an innovation,

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your sponsor can intervene at the beginning

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of the meeting to address the challenges,

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to give perspective,

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to inspire,

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and to make people aware of the importance of the subject.

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Your sponsor can also intervene at the end of

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the meeting to share thoughts and summarize the deliverables,

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to conclude on the question of participants.

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Before launching your invitations,

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hold your click and ask yourself questions on the participant's number,

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the added value,

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the motivation,

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and the benefit of a sponsor.

Mandarine AI: WHAT YOU SHOULD KNOW