00:00:06
The answer seems simple,
00:00:07
and yet shall we take a closer look?
00:00:10
Run your invitations through the filters of number,
00:00:17
and you may be surprised to end up with a new list.
00:00:20
Let's start with a number,
00:00:22
the number of people in a meeting
00:00:24
from 3 to 1010 is already a lot,
00:00:28
especially when it comes to decision making.
00:00:30
Google has established a rule.
00:00:33
Don't include more than 8 people
00:00:37
There is the pizza rule,
00:00:38
the 2 pizza rule.
00:00:40
To be effective,
00:00:41
the number of participants in a meeting should
00:00:44
not exceed the number of people eating 2 pizzas
00:00:48
at the rate of 1 pizza
00:00:51
Amazon encourages no more than 8 people per meeting.
00:00:55
Be aware that if there are more than 10 people.
00:00:58
It will either be a meeting to transmit information
00:01:02
or you will really have to work on the facilitation method beforehand.
00:01:07
You may think that 10 people is not a lot,
00:01:09
especially if you consider that many people are concerned by the subject.
00:01:14
So how do you make the choice?
00:01:16
Inviting the people concerned by the project is a given.
00:01:21
perhaps not everything involves them,
00:01:23
and it is better to have two small 15 minute meetings than
00:01:27
one long meeting where half the participants are twiddling their thumbs.
00:01:32
Can you suggest to some of the participants
00:01:35
that they join you only for the first or last motion?
00:01:39
Very easy to organize if they can join online.
00:01:42
Can you make sure that these less concerned get a meeting report that
00:01:46
is detailed enough on their section so that they don't need to attend?
00:01:50
It may have taken you another 10 minutes
00:01:53
to give the absent person the details on their section,
00:01:56
while the person will have gained 1 hour
00:01:59
by working on their files instead of having to attend the meeting.
00:02:03
The invitation to the meeting forces us to think collectively and globally.
00:02:08
Am I willing to spend another 10 minutes to
00:02:11
give Anita a debriefing with the information she needs
00:02:15
by email or a short call
00:02:17
and relieve her of one hour of attendance?
00:02:20
And then Anita can return the favor.
00:02:23
Being concerned by the subject of the meeting is not enough.
00:02:27
Who has the competence to bring real added value to this meeting?
00:02:31
That is the real question.
00:02:33
Someone who will speak,
00:02:34
guide the discussion,
00:02:36
and then take part in the final action plan.
00:02:39
If you're thinking,
00:02:40
if Anita isn't there,
00:02:42
it won't change the outcome of the meeting,
00:02:44
then Anita has no real reason to attend.
00:02:46
Send her a meeting report
00:02:51
it affects her motivation,
00:02:53
and that's the purpose of the last question.
00:02:55
Will the participants you are about to
00:02:57
invite gain motivation while attending the meeting?
00:03:01
Maybe Anita won't change the outcome of the meeting,
00:03:04
but her presence will really boost her motivation and therefore her performance,
00:03:10
and her motivation could also be contagious.
00:03:13
The more motivated the participants are,
00:03:16
the more productive your meeting will be.
00:03:19
Remember to motivate the selected participants
00:03:23
individually in advance of the meeting.
00:03:26
Did you make sure that they knew the subject and the objectives?
00:03:30
Do they know what is expected of them individually?
00:03:33
If you feel that they are not very active and reluctant to express themselves,
00:03:37
let them know your expectations and how you think they can bring real added value.
00:03:44
If the participants are unmotivated yet essential,
00:03:47
you will need to develop new talents
00:03:49
so that your preparation and facilitation will inspire
00:03:53
participation and commitment.
00:03:56
Last piece of advice
00:03:58
in the choice of your participants,
00:04:00
involve a sponsor,
00:04:02
an external expert on the subject,
00:04:07
or the representative of a pilot team or a superior.
00:04:11
Especially if you are leading a meeting to set
00:04:14
up a new organization or participate in an innovation,
00:04:18
your sponsor can intervene at the beginning
00:04:21
of the meeting to address the challenges,
00:04:23
to give perspective,
00:04:25
and to make people aware of the importance of the subject.
00:04:29
Your sponsor can also intervene at the end of
00:04:31
the meeting to share thoughts and summarize the deliverables,
00:04:36
to conclude on the question of participants.
00:04:40
Before launching your invitations,
00:04:42
hold your click and ask yourself questions on the participant's number,
00:04:47
the added value,
00:04:50
and the benefit of a sponsor.
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