In the AEC industry, time is one of our most valuable resources. Projects thrive on collaboration, but endless, unproductive meetings can drain efficiency and delay progress. Whether in person or online, effective meetings are key to keeping projects on track. Here’s how to make every meeting count:

What Makes a Meeting ‘Effective’?

It’s crucial to first define what is an Effective Meeting, so we can set a goal to achieve them at every opportunity.

What makes a meeting stand out for its capacity to fulfill goals while leaving the participants eager to collaborate?

• Clear Objectives: Every meeting should have a defined purpose. Are you brainstorming, problem-solving, or making decisions? Always share an agenda beforehand to keep everyone focused.
• Relevant Participants: Invite only those who need to be there. Too many voices can derail discussions, and no one wants to be in a meeting they have nothing to do with.
• Time Management: Start and end on time. Respect everyone’s schedule by sticking to the agenda.
• Actionable Outcomes: End with clear next steps, assigned responsibilities, and deadlines. This way, everyone will leave the meeting knowing their tasks and goals.

Tips for Effective Meetings

It’s important that people go into a meeting feeling ready to participate, and leave the meeting with actionable items that make them feel inspired and ready to work.

Good practices for preparing for such a meeting differ depending on where it is taking place.

In-Person Meetings:

• Prepare the Space: Ensure the room is equipped with the necessary tools (whiteboards, projectors, etc.). A bright place, surrounded by nature or calming visuals, is best to bring the right mood for collaboration.
• Engage Everyone: Encourage participation and avoid letting one person dominate the conversation. Take turns, with a timer in place, so every voice is heard.
• Visual Aids: Use sketches, models, or slides to clarify complex ideas. This keeps everyone engaged and on the same page.

Online Meetings:

• Test Technology: Check your platform, camera, and microphone beforehand to avoid delays. You wouldn’t want the meeting to start, only to then notice your headset is not working.
• Screen Sharing: Use visuals like BIM models or CAD drawings to keep everyone on the same page. Use programs that allow you to virtually ‘point’ at the screen, to make your topics easier to follow.
• Breakout Rooms: For larger teams, use smaller groups to tackle specific issues before reconvening. This way, everyone has a chance to talk, without too much time between turns.

Issues Caused by Ineffective Meetings

• Wasted Time: Unfocused meetings eat into productive work hours. If your team feels they achieved nothing when the meeting is over, then the meeting did not do its job.
• Miscommunication: Lack of clarity can lead to errors or rework. This can lead to more meetings and more time wasted.
• Frustration: Poorly run meetings can demotivate teams and strain collaboration. Team members may dread ineffective meetings, knowing they’ll waste their time for nothing.

How to Avoid These Issues

• Set Ground Rules: Establish expectations for punctuality, participation, and follow-up. On-time meetings are a sign of respect for everyone’s time.
• Use Collaboration Tools: Find the platform that best works for you, so you can streamline communication and share documents with ease. Check what you need, find the right tool for the job, and learn to use it before the meeting.
• Review and Improve: After each meeting, gather feedback to identify what worked and what didn’t. With each meeting, you can improve upon things, which will save time and effort in the long run, and everyone will enjoy being a participant.

Conclusion

Effective meetings are not just about saving time—they’re about driving projects forward and respecting your team’s time.

By setting clear goals, engaging the right people, and leveraging the right tools, you can turn meetings into a powerful asset for your company.