Stakeholder Meetings: How to get better output in less time

Most of us have experienced work meetings where we have questioned either:

• the purpose of the meeting

• why we have been invited

• the meeting conclusion, or

• all of the above

It can be quite frustrating to have your diary clogged up with unproductive meetings which thereby limiting focus and creative time during the working day.

At Casper, we are passionate about equipping our clients with the best tool kit to manage stakeholder meetings effectively. Our communication coaching gives you the framework required to make your stakeholder meetings effective.

Here are our top 10 tips to making stakeholder meetings effective. You can also download the PDF.

1. Objectives:

   • Start by clearly defining the objectives of the meeting

   • Decide on the key topics to be covered, the attendees, and the desired outcomes of the meeting

   • We can coach you on how to run one-off, recurring board, C suite or steering meetings

2. Agenda:

   • Develop a comprehensive agenda that covers all the topics that need to be discussed during the meeting

   • Share the agenda with all the attendees before the meeting to give them enough time to prepare and provide feedback / additions to the agenda

3. Attendees:

   • Invite stakeholders from different backgrounds experiences to ensure that the meeting is inclusive and representative of different perspectives

   • Assign roles and responsibilities: Assign roles and responsibilities to key stakeholders to ensure that the meeting runs smoothly. This may include assigning a moderator, timekeeper, and note-taker.

4. Technology:

   • If the meeting will be held virtually, ensure that the necessary video conferencing software is in place

   • Use tools such as video conferencing, online collaboration platforms, and document sharing to enable remote participation and idea sharing

   • Test out the connectivity in advance and ensure materials are available offline for reference in case of connectivity issues

5. Venue:

   • Select a venue that is convenient for all stakeholders and that provides the necessary technology and equipment for the meeting.

   • Schedule meetings at a mutually convenient slot for key attendees.

   • Be cognisant of time-zone differences when scheduling global meetings and always check in on attendee acceptance in advance.

6. Introductions:

   • Start the meeting by introducing all attendees, including their role in the organization, and their interest in the meeting's topic. This can help to break the ice and encourage attendees to feel more comfortable sharing their views.

7. Collaboration:

   • As the meeting chair or facilitator, it is your responsibility to encourage open and honest discussions during the meeting. Encourage all attendees to share their opinions, ideas, and concerns.

   • Foster an environment where everyone feels comfortable expressing their views e.g. by allowing an anonymous ideas sharing box or rotating the mike through the regions

8. Time-keeping:

   • Ensure that the meeting adheres to the agenda and that each topic is discussed within the allocated time frame

   • As the meeting chair, remind presenters of the time available per agenda item; note down items to be followed up offline and ensure the conversation does not get derailed by any individual participant

9. Wrap-up:

   • End the meeting with a summary of the key points discussed and any actions to be taken

   • Share any meeting minutes or notes to provide a summary of the discussion and decisions made  and outstanding actions with specific assignees and a target closure date (this is most impactful if circulated within 24-48 hours for one-off meetings and within a week for formal committees).  

10. Follow-ups:

    • Thank all attendees for their participation and encourage them to follow up on any agreed action items

    • This can help to ensure that the meeting is productive and that attendees feel that their time has been well-spent