Research Suggests Bosses Should Limit Speaking Time in Meetings for Better Outcomes

Researchers have been exploring effective meeting dynamics using two primary methods. The first involves traditional surveys where participants reflect on their actual or hypothetical meeting experiences, which are then analyzed for insights. The second method employs a more detailed analysis of behaviors and interactions derived from audio-visual recordings of meetings. Industrial and organizational psychologist Nale Lehmann-Willenbrock, who leads the Center for Better Work at the University of Hamburg, Germany, suggests that this latter approach is crucial for understanding what truly impacts meeting outcomes.

In a recent study, Lehmann-Willenbrock and her team focused on how communication from leaders influences their teams during decision-making processes. Their findings indicate that when leaders engage in respectful and attentive questioning, it significantly boosts team performance. Conversely, scenarios where leaders ask questions without actively listening to the responses yield less favorable results.

The Importance of Listening

Despite the seemingly straightforward nature of these findings, researchers highlight that meetings often diverge from these principles. Active listening plays a critical role in effective communication. Lehmann-Willenbrock emphasizes that this involves far more than merely acknowledging a speaker’s contributions; it requires providing constructive feedback as well. In the context of virtual meetings, where participants are accustomed to muting themselves while others speak, the practice of active listening frequently diminishes.

Furthermore, the balance between speaking and listening can dictate the overall success of a meeting. Participants and leaders may have differing perceptions regarding the effectiveness of a meeting. As noted by Lehmann-Willenbrock, leaders who dominate discussions may overestimate their meetings’ success. To prevent this imbalance, it’s essential that leaders facilitate dialogue without overshadowing other voices.

Research has also established a checklist for leaders to enhance meeting productivity. Effective strategies include selecting suitable venues, providing refreshments, ensuring appropriate lighting, limiting attendance to necessary participants, maintaining punctuality, and preparing a focused agenda with clearly communicated objectives. Additionally, allowing for informal discussions before the meeting can enhance engagement.