Agile in the Operating Room: What Surgeons Can Teach Us About Effective Meetings

Have you ever sat in meeting after meeting, wondering why you’re there?

Have you ever sent a meeting invitation only to find it forwarded to 15 people after you initially sent it out?

Are you reading this article as a distraction during a meeting you’re unsure applies to your work? That’s okay—we won’t tell anyone.

In today’s remote work environment, the challenge of running effective meetings has worsened. It’s easier than ever to add people to a virtual meeting with a simple meeting invitation, leading to overcrowded and unproductive sessions. Perhaps that’s why so many executives want their staff to return to the office—to make it harder to get sucked into ineffective meetings… Nah.

Fortunately, some professions have figured out how to make their collaboration more effective. Surgeons, for example, have mastered the art of clear communication and focused teamwork, which we can apply to our own efforts to run effective meetings.

What Surgeons Can Teach Us About Effective Meetings

Brian “Ponch” Rivera, Agile Leadership Coach, Founder, and CEO of AGLX Consulting, shares a story about shadowing a surgeon during an operation. The way the surgeon started the procedure offers valuable insights into how to lead effective meetings.

When the surgeon entered the operating theater, she took a moment to observe the gathered team. She then introduced herself and her intentions clearly: “Hi, I’m Dr. Washington. My intent is to perform an open reduction internal fixation to address the Lisfranc injury in this patient’s left foot.”

This was more than just a formal introduction—it was a clear and intentional meeting invitation to the surgical team, defining the purpose and scope of their collaboration.

The Power of Clear Meeting Invitations in Effective Meetings

The surgeon didn’t stop at her own introduction. She asked everyone else in the room to introduce themselves and explain their roles. For example, when the anesthesiologist’s turn came, he said, “Hi, I’m Dr. Wilson, and I’m here to ensure that the patient stays sedated.”

Everyone in the room, including Brian Rivera, who was there only to observe, introduced themselves. This process established a clear understanding of who was involved and what each person’s role was—an essential component of running effective meetings.

Establishing Clarity: A Key to Effective Meetings

The surgeon used this technique to communicate explicitly what the surgical team was there to do, ensuring clarity about why each person was present. This method of setting clear expectations and roles is crucial for running effective meetings.

Even if the team members had worked together before, the surgeon recognized the importance of clarity. By stating the procedure, she confirmed the task at hand, ensuring there was no confusion—no risk of starting the wrong operation or working on the wrong foot. This approach is equally vital in business, where the stakes may not be life or death, but the impact of ineffective meetings can be significant.

Building a Shared Mental Model for Effective Meetings

This introduction technique is an example of creating a shared mental model, which is characteristic of high-performing teams. Even though this group may not have worked together before, they knew they’d have to introduce themselves and clarify their roles—setting the stage for an effective meeting.

Incorporating a shared mental model into your meetings ensures that everyone understands the objectives, roles, and expectations. This consistency in behavior leads to more effective meetings, where participants are aligned and focused on achieving the meeting’s goals.

How to Start Effective Meetings with Clear Meeting Invitations

While your meetings may not be as critical as a surgical procedure, you can still use these techniques to improve the effectiveness of your meetings.

Start your next meeting by clearly introducing yourself and stating the meeting’s intent. This step is essentially a well-crafted meeting invitation that sets the tone for the session. Explicitly state why you’re in the meeting and what you intend to accomplish.

Then, ask everyone else attending the meeting to do the same. This approach will help you identify participants who aren’t sure why they are there, allowing you to clarify their role or, if necessary, excuse them from the meeting.

This practice not only increases the efficiency of the meeting but also contributes to a culture of running effective meetings.

The Benefits of Clear Roles and Meeting Invitations for Effective Meetings

The benefit of this technique is that it establishes clarity on who everyone is and why they are at the meeting. This clarity can help trim the size of the meeting down to those who have an explicit role in the discussion, which benefits everyone by saving time and ensuring focus.

By starting all your meetings with these introductions, you lay the groundwork for effective meetings. As this practice becomes more common in your organization, it will contribute to a culture of clear communication and productive collaboration.