Part 2: Speed Meetings

The backbone of the Bore No More! movement is all about “get it done” so you can get on with the real work of the day. What does everyone crave? More time. Here are three surefire, speedy ways to gain time.

Speed Meeting Type 1: “Two 'n Out”

Are you a fan of the popular ESPN-TV show Pardon the Interruption? If you've never seen this program, let me briefly explain its format. Two hosts debate over a hot list of newsworthy sports items of the day. They're allowed two minutes per topic—that's it. It's fast-paced, full of quick wit, and highly entertaining.

Apply that same concept to your meetings and those days of someone dragging on are gone. You'll be surprised at how much can get done in only two minutes! Limiting the time meeting attendees can speak forces them to get straight to what matters most. Try it and you'll see what kinds of fire-works get sparked. Be sure to set ground rules to which all participants agree before you even start this meeting. Suggested meeting time: no more than a 20-minute meeting with a 5-minute wrap (if needed). Put the “less-is-better” rule into effect.

Ground rules

• Allow two minutes for each participant who needs to share information, provide updates about sales, projects, or status, or otherwise contribute—absolutely no more time and no interruptions within those two minutes. If people interrupt, cut them off. If the speaker finishes under the time limit, give your applause.
• Follow these two-minute segments back-to-back, or interject a one-minute question-and-answer (Q&A) session. No more! Keep it short and focused.
• Assign a note taker to detail all milestones, action items, and follow-up necessary.
• Distribute these ground rules well in advance so attendees can plan accordingly.

When to use this type of meeting

• Use it anytime you can't afford to get off topic and need to complete your meeting in a short time frame. This keeps attendees focused on the essential items that are important to them and need to be known by the others. Skip all the fluff that “takes the dog off the leash” or complicates the stated objectives of the meeting.
• Works fabulously well for status and update meetings held regularly and when attendees need a quick glimpse at the overall project status.

What you need

• Appoint a timer, a facilitator, and a note taker with strong related skills.
• Ideally, have a countdown timepiece so speakers can see the amount of time they have remaining.

Pros

• This style is highly effective for project and status meetings, sales meetings, or pitch, analysis, or feedback meetings. If attendees can't get the meat of your message within two minutes, they'll quickly learn to do so, especially as the speakers' abilities to deliver succinct messages improve.
• It's fun and creates excitement. Once it's established as a recurring meeting type, people love it and look forward to it!

Cons

• Sorrowful Sally or Downer David may have hurt feelings if they're not being heard or believe they aren't important enough to have more than two minutes.
• The first time you try this, there may be a bit of a learning curve. Ease into it if starting a new series of project meetings. Team members will understand it quickly and come prepared if you facilitate the meeting effectively. That is a guarantee!

Speed Meeting Type 2: “Step It Up”

Who wrote the rule on meetings taking place in a conference room?

Do you want people to stop rambling?

Do you want people to get to the point?

Then take their breath away—literally. It's time to take to the stairs!

If we could combat three of the biggest issues that plague our society today—energy consumption, health and obesity challenges, and boring meetings—this one would do it all!

Ground rules

• Each meeting participant has exactly one flight of stairs to make their pitch or status update (or two flights, or as many flights as predetermined by your group).
• Time begins when the first speaker hits the first step and ends when the last person reaches the landing of the agreed-upon level.
• Similar to the “Two 'n Out” style, you can elect to have a Q&A session on the landing.

When to use this type of meeting

• It's most effective with small groups when sharing of information or a quick discussion can appropriately replace long-winded answers and discussions.
• Ad hoc meetings work great here as well. In place of Michael from NBC-TV's The Office yelling, “Conference room—five minutes!” tell your team, “Ground floor—five minutes!”
• How about using it when you're brainstorming how to respond to a component in a Request for Proposal (RFP)? Or coming up with topic ideas for your next conference? Or deciding what types of awards to give presenters at your next conference?
• You name it! No really, you name it. Are you naming the new widget, device process, software, team? This is the perfect meeting setting to discuss this kind of stuff at a fast pace.

What you need

• You'll need a building with stairs—the more floors and stairs, the better.
• You'll want a voice recorder or voice memo app on your phone to record the ideas.
• Find a good facilitator to police attendees who may be stepping over the line. I mean that in terms of controlling people from talking beyond their given set of stairs.
• You also need attendees who are in relatively good physical condition to begin with!

Pros

• Scientifically speaking, this method will physically put new life into your meetings. When your heart beats fast, it pumps additional blood to the brain and your energy levels go up. People tend to think more clearly and speak more directly because the blood flow stimulates brain neurons that simply weren't active in PowerPoint prison. Gee, wonder why?
• When you've finished stair climbing, you'll have endorphins pumping through your body—complete with that “natural high”—for some time after your exertion. As a bonus, it's productive time to get your action items done in a creative manner.
• No PowerPoint!
• It's fun to cheer on Stallin' Stan to reach the next landing so the group can stop listening to Ramblin' Randy's babble.
• No PowerPoint! (Wait, did I already say that?)

Cons

• High heels.
• You can't force this on people; if you do, you risk violating the “creating a hostile work environment” clause of every human resources handbook and state legislature.
• Team members might already know what Jawbone Jimmy will say, so you have your team run up the stairs and leave him with a mere 10 seconds to speak. (Maybe this is a pro.)
• Just like the roller coasters—If you are experiencing back, heart, or neck problems, or are pregnant, we don't recommend you ride.
• Skyscrapers!

Let's hear from you and see who wins the award for the longest “Step It Up” meeting. Just by trying, I guarantee you'll have some energy-filled team members.

Option: You like the idea but it's not right for your team? Bail out and take the elevator, but shift the ground rules. Yes, you'll lose some big health benefits, but this still gives you an option.

Don The Idea Guy Snyder, a creative consultant who rescues those in need of innovative ideas, offers a great variation for those working on different floors. Everyone takes the elevator to the top floor and rides the elevator down, disembarking at their respective floors. You get to talk only as long as the elevator is moving between floors.

Speed Meeting Type 3: “I Gotta Use It”

As a sales manager, this one has long been my favorite among favorites. However, use it with discretion.

I base this name on my wife Stacey's and my longtime friend David's “I Gotta Use It” playful banter when one of them needs to use the restroom. Get the point?

The rule for this speed meeting type is straightforward: When the first person leaves the room for a bathroom break, the meeting is over. If you want your group to make a decision before everyone leaves the room, then maybe this is your trick of the trade.

You may combine this with the ground rules for “Two 'n Out,” or apply “I Gotta Use It” in conjunction with any meeting style. Are you still game?

Ground rules

• Provide a glass of water for each person, to be consumed at the beginning of the meeting.
• The meeting is over when the first person leaves to go to the restroom.
• Alternatively, you can set the length of the meeting by the amount of water each person is provided and expected to consume. One glass of water could equate to a one-hour meeting, but a jug of water will have your attendees hopping in 20 to 30 minutes.

When to use this type of meeting

• Use it anytime you want.

What you need

• Provide water and a glass for each person.
• Maybe have a bucket on hand—just in case.

Pros

• Your meeting will end!
• This can be applied to nearly any meeting type.
• You can control the time limit by how much water is consumed.

Cons

• You can't really make people drink water.
• It's definitely not for all company cultures or teams.
• Consult your legal department and human resources prior to use. Author is not responsible for improper use or accidental substitution of adult beverages.
• It's quite easy to do the chicken dance and fake your way to the restroom, hence ending the meeting.