Far too often, weekly meetings are viewed as unproductive and time-consuming rather than value-driven engagements. Either we’re distracted or unfocused, or the subject matter feels repetitive or irrelevant.

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We could all benefit from rethinking how we approach weekly meetings and ensuring that they are successful and efficient, and provide real value for your PreSales team and the business as a whole. 

How to Make Meetings More Effective

Set goals for the meeting

To make your meetings truly impactful, it’s imperative to establish clear objectives. Whether it’s introducing a new product, discussing crucial product changes, or training your team on a cutting-edge tool, having a targeted goal in mind sets the tone for a purpose-driven session. Furthermore, consider incorporating sessions dedicated to exploring and refining new approaches, sharing vital business updates, or collectively brainstorming solutions for challenges that team members are encountering. By concentrating the discussion on a select few topics, you allow for deeper exploration and meaningful engagement.

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While consistency is essential, the frequency of meetings demands careful consideration. The standard weekly cadence might not always yield the best results. Experiment with different meeting frequencies to uncover what resonates most with your team. This adaptive approach not only ensures that your team stays informed and engaged, but also demonstrates your commitment to optimizing their time and productivity. Remember, a well-structured and infrequent meeting can often be more potent than a hasty one with no agenda.

Create an agenda

Speaking of an agenda, it’s up to you to shape a meeting’s game plan to guide discussions toward actionable outcomes. An agenda not only sets clear expectations, but also serves as a roadmap to keep conversations on track. Outline the key topics, objectives, and time allocations for each item. 

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It’s natural for unexpected topics to arise during discussions. While they may spark passionate debates, it’s important to adhere to the meeting’s primary objectives. If the topic merits more in-depth discussion, consider scheduling a separate meeting dedicated to that subject. 

Make sure the right people attend

Central to the success of your team meetings is the presence of the right individuals around the table. As a leader, your responsibility extends beyond shaping agendas and setting objectives; it encompasses curating the attendee list. If a key stakeholder is absent, it will be difficult to meet the goals set beforehand. Before the meeting, assess the key players whose insights, expertise, and decision-making will influence the course of action. 

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On the other hand, you want to make the best use of everyone’s time, so think about anyone on the invite list that may not get value out of the session. For example, if you are holding a meeting to focus on a specific buyer, exclude SCs that aren’t involved in that particular deal. However, there are exceptions. Perhaps there is an SC who had success with a certain approach that could help in another SC’s situation with a buyer. In this case, include that person so they can share their experience and practices they used that led to positive outcomes.

Encourage active participation

Creating a collaborative and inclusive atmosphere within team meetings is an integral aspect of cultivating a high-performing team. To achieve this, it’s essential to foster an environment where every team member feels valued and empowered to contribute their insights. Encouraging open discussions by inviting diverse viewpoints and actively seeking input from quieter participants can lead to a wealth of innovative ideas and perspectives that may not otherwise be heard. By acknowledging the unique strengths and experiences of every member of your team, you enrich the depth of discussions but also create a culture of respect and inclusion. 

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Furthermore, providing dedicated opportunities for brainstorming and idea sharing can be a catalyst for creative problem-solving and breakthrough thinking. PreSales leaders can set the stage for these interactions by framing discussions as collaborative exercises, where no idea is too small or unconventional to be considered. This empowers team members to contribute ideas freely but also instills a sense of ownership over the team’s collective success. 

Prioritize action items

Effective meeting management means converting discussions into concrete actions. By identifying key insights as the meeting unfolds, you can put together a better game plan and set the stage for productive follow-through. Assign clear responsibilities — each with its own deadline — to elevate accountability and momentum. This also ensures that the outcomes of the meeting don’t fall through the cracks and are instead translated into tangible steps. 

Rotate meeting facilitators

Regular team meetings can start to feel repetitive, and lead to a drop in focus. Introducing a rotation of who’s leading the meeting presents an opportunity to cultivate a culture of shared leadership and invite fresh perspectives into the conversation. These facilitators can include SCs on your team, representatives from other departments, and even customers. By explicitly acknowledging the expertise and unique experiences different team members and departments bring to the table, you not only enrich the depth of discussions but also foster an environment of respect and inclusion. 

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Also, providing dedicated opportunities for brainstorming and idea sharing can be a catalyst for creative problem-solving and breakthrough thinking. You can set the stage for these interactions by framing discussions as collaborative exercises where every idea is welcome, instilling a sense of ownership over the team’s collective success.

Get feedback

Embracing a culture of continuous improvement is a testament to your commitment to adaptability. Actively solicit feedback from team members regarding meeting dynamics structure, and overall impact. This two-way exchange of insights empowers team members to contribute to how meetings are carried out and allows you to fine-tune your strategies based on their input.

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By seeking consistency feedback, you open a channel for honest communication and collaboration, aligning with the agile nature of PreSales, as it allows you to swiftly respond to evolving needs and preferences. Whether it involves optimizing meeting duration, refining the agenda format, or adjusting the frequency of meetings, insights from team members form the bedrock of informed decision making. 

Start Your Meeting Evolution

​​By fostering an environment where diverse perspectives flourish, prioritizing actionable takeaways, rotating facilitators, and embracing feedback loops, meetings evolve into potent engines of collaboration, innovation, and growth. This transformative approach ensures that each meeting isn't just a tick on the calendar, but a pivotal moment propelling your PreSales journey toward unparalleled success.

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