Visualising meetings dynamics
What Constitutes an Effective Meeting?
We’ve all been part of meetings that leave us energised, engaged, and with a sense of accomplishment, as well as those that fall short of our expectations. So, what makes a good meeting? A good meeting is one that not only accomplishes its intended purpose, but one where every participant leaves the room having found value in the discussion. Later, we’ll look at some famous examples of meetings from Hollywood but first let’s remind ourselves of the key ingredients needed to make a meeting useful.
Here are some key factors that contribute to a successful meeting:
Clear objectives: A good meeting should have a clear and specific objective, and everyone involved should understand what it is. This helps to keep the discussion focused and on track.
Agenda: A well-planned meeting should have an agenda that outlines the topics to be discussed, the time allocated for each item, and the expected outcomes.
Participation: A good meeting encourages participation from all attendees. Participants should feel comfortable sharing their opinions and ideas, and the meeting leader should ensure that everyone has an opportunity to contribute.
Preparation: Attendees should come to the meeting prepared. This includes reviewing any relevant materials or information beforehand and being ready to discuss the agenda items.
Time management: The meeting should be structured in a way that respects everyone’s time. The leader should start and end the meeting on time, stick to the agenda, and ensure that discussions don’t drag on unnecessarily.
Follow-up: A good meeting doesn’t end when it’s over. Follow-up actions should be clearly identified, assigned, and communicated to all attendees. This helps to ensure that the meeting’s outcomes are put into action.
As part of my role, I actively participate in various sessions, offering feedback and seeking ways to improve the overall experience. Recently, I became curious about how I could easily capture the dynamics of meetings — the attendance levels, participation rates, and the overall flow of conversations among participants. This curiosity led me to embark on an exploratory journey, and I’d like to share my findings with you.
In my initial attempt, I opted for a simple approach. Armed with a piece of paper, I wrote down the names of the participants and connected them with lines to represent their interactions. For each interaction, I made a note, using a crossed line to track the number of exchanges between individuals. This rudimentary method proved to be quite revealing. If you’re intrigued and would like to try it yourself, I’ve included some examples below for your reference.
On that very same day, following a particularly insightful session, I decided to delve deeper into visualising meeting dynamics. Using a design tool, I created diagrams that not only depicted the connections but also incorporated line width and speaker shadows. This additional dimension allowed me to represent the interactions of each participant. The resulting diagrams brought the meeting dynamics to life and offered a richer understanding of individual contributions.
Recognising the value of this exercise, I decided to take it a step further. I sought to automate the process to make it more efficient and scalable. To achieve this, I employed Google Sheets to capture meeting interactions and Looker Studio to visualise the data. By utilising these tools, I was able to streamline the entire process, making it easier to analyse and interpret meeting dynamics. And also comparing meetings side by side and their evolution in time. You can find links to both the Google Sheets template and Looker Studio visualisation at the end of this document.
Following this approach to capturing meeting dynamics, we can gain valuable insights that help us improve future sessions. We can identify areas where participation can be enhanced, spot patterns of engagement, and ensure that all attendees have a chance to contribute meaningfully.
Meetings scenes from the movies
We all have experienced versions of the typical meeting we participate in and how different personalities shape the dialogue and outcome. Using cinema as an example, we can see how personality types dictate the dynamics of meeting room interactions. Let’s take a look at two famous examples of intense meeting scenes that might help to improve your own communication strategy in your next roundtable.
Mob bosses and Ryan Gosling in a suit. Two remedies for us to understand the dynamic of our own team meetings or cross departmental discussions. “Road to Perdition” is a 2002 crime drama film directed by Sam Mendes. The movie is set in the 1930s and follows Michael Sullivan, a hitman for an Irish mob boss named John Rooney. After Sullivan’s son witnesses a murder committed by Rooney’s own son, Sullivan and his son become targets and go on the run. The film explores themes of loyalty, revenge, and father-son relationships, and features an all-star cast including Tom Hanks, Paul Newman, and Jude Law.
You can get the best experience by watching the scene video or reading the script:
- Movie trailer
- Scene Video
- Script (page 27)
Iteration 1 : Using a paper diagram
Iteration 2: Using google sheet and looker studio
Meeting insights
Analysing the data from the movie “Road to Perdition,” we can observe that the majority of the speaking was dominated by three participants, with Kelly having the most significant share of the dialogue. Surprisingly, the overall participation in this intense meeting was relatively low, as only 50% of the participants actively contributed to the session. Notably, John Rooney, portrayed by Paul Newman, engaged in most of the interactions, primarily with three other participants. The distribution of interactions among the remaining participants was minimal, indicating that the session was heavily monopolised by John Rooney. It is evident that this meeting was a clear demonstration of the power play by the HiPPO (highest paid person’s opinion).
The big short
“The Big Short” is a 2015 film that follows a group of investors who predicted and profited from the global financial crisis of 2007–2008. The movie explores the complexities of the financial system, including the housing bubble, subprime mortgages, and the actions of big banks and rating agencies. The film features an ensemble cast, including Christian Bale, Steve Carell, Ryan Gosling, and Brad Pitt, and is based on the non-fiction book of the same name by Michael Lewis.
You can get the best experience by watching the scene video or reading the script:
- Movie trailer
- Scene video
- Script (page 30)
Iteration 1 : Using a paper diagram
Iteration 2: Using google sheet and looker studio
Meeting insights
In this session, the format resembled a sales presentation where one individual took centre stage. Jared Vennett, portrayed by Ryan Gosling, was the sole presenter, aiming to pitch a deal to a group of investors. Throughout the session, it was evident that he was the sole speaker addressing the audience, while the other participants remained passive listeners. Interestingly, there was limited interaction or communication among the participants themselves, as their focus was solely directed towards Jared. The session unfolded as a one-sided exchange, with Jared captivating the attention of the audience and holding the spotlight throughout.
While reflecting on on the session, think about what could be a good candidate for and asynchronous meetings as they have benefits in productivity and mental health
About asynchronous meetings:
Asynchronous meetings are the ones that do not occur in real-time. Unlike traditional synchronous meetings where participants gather at a specific time to communicate and collaborate simultaneously, asynchronous meetings allow participants to engage in the discussion at their own convenience and pace.
In async meetings, communication and collaboration typically take place through various digital channels or platforms, such as email, discussion boards, or shared documents. Participants can contribute to the conversation by posting messages, sharing updates, providing feedback, or asking questions, regardless of their time zone or availability.
For more information you can read this short article: link
Async meetings templates:
Useful information
Assets
Videos
Scripts
