Put an end to endless discussions: How to make decisions faster in meetings

Why decisions in meetings are often so difficult

Long discussions, disagreement and a lack of clarity about the end result - these aspects drag out many meetings and frustrate the participants and managers. There are many reasons for this:

• Diversity of Perspectives: Different viewpoints within a team are usually an asset (LINK: Diverse Teams), but the more opinions that come into play, the longer the decision-making process can take.
• Lack of Focus and Objectives: When goals aren’t clearly defined or discussions get bogged down in endless details, it results in every decision taking a very long time.
• Fear of making a decision: Often, out of fear of making the wrong decision, discussions continue without reaching a solution—the discussion drags on, and in the end, there is a lack of clarity.

A decisive step is therefore the introduction of clear structures and methods that ensure an efficient decision-making process.

Basics for faster decisions in meetings

By following a few basic rules, project managers and executives can set the right tone even before the meeting begins. These include:

1. Set clear goals and an agenda: Only if it is clear from the outset which decisions are to be made in the meeting can the team optimally prepare and focus on the decision. A clearly structured agenda should therefore be drawn up before the meeting. Each item on it should be formulated in terms of a precise decision requirement, e.g. "Determining the project schedule" instead of "Project update". This automatically steers the discussion towards a goal and minimizes digressive conversations.
2. Clarify Roles and Responsibilities: It is also important that, at the start of every meeting, it is already clear who is responsible for the final decision and who serves only in an advisory capacity. Conflicts of roles only unnecessarily complicate the decision-making process. One method for clarifying roles is, for example, the RACI matrix. This divides the team into different roles, creating a clear decision-making structure and allowing discussions to be more focused. The individual roles are as follows:
   - Responsible: Who is responsible for implementation?
   - Accountable: Who bears ultimate responsibility?
   - Consulted: Who should be consulted?
   - Informed: Who needs to be informed?
3. Time management through timeboxing: In timeboxing, a fixed time limit is set for each discussion point and enforced during the meeting, e.g. with the help of a timer. As soon as the time limit is reached, either a decision is made or the topic is postponed. This method strictly prevents the team from getting bogged down in lengthy discussions.

Methods for efficient decision-making in meetings

There are some proven methods that speed up the decision-making process. Here are six effective techniques you can try out:

1. Dot Voting: With Dot Voting, you can quickly record opinions and set priorities. All options are written down and the participants award points (e.g. sticky dots or other markers) for their preferred options. This can also be done anonymously if necessary. The idea with the most points is ultimately prioritized. Alternatively, the ideas with the most points can also be shortlisted and discussed further from this point. Dot Voting is particularly helpful for selecting the best ideas from a number of ideas without getting bogged down in lengthy discussions.
2. Decision Matrix (decision matrix): A decision matrix can help with more complex decisions by enabling an objective evaluation of the options. To do this, a matrix is created with the various options in the rows. Pre-defined decision criteria (e.g. costs, time required, benefits) are entered in the columns. Each option is then evaluated according to each criterion and the scores are added together. The option that receives the most points is selected as the best option. The decision matrix is particularly helpful when decisions are very complex or need to be kept absolutely objective.
3. Fist of Five: The Fist of Five method can be used to quickly determine the degree of agreement with a decision. Each person signals their agreement by the number of fingers raised. One fist gives zero points and stands for complete rejection, while five outstretched fingers give five points for full approval. This method is quick and visual and gives immediate feedback on whether the team is ready for a decision or whether discussions are still necessary.
4. 25/10 Crowdsourcing: This method is ideal when there are many ideas on the table and the goal is simply to filter out the best ones at first. In 25/10 crowdsourcing, each idea is first written down on a card. The cards are then passed from person to person over five rounds. During this process, each person rates the idea on the card on a scale of 1 to 5. The ideas that receive the highest total scores are discussed further. This quick evaluation process makes it easy to assess a large number of ideas even in a large group and select the most promising ones.
5. Consensus polling: Similar to the Fist of Five method, consensus polling is used to check the level of consensus. After a brief discussion, everyone shows how they feel about a decision with a show of hands. This method is particularly effective for quickly seeing whether a decision can be made or whether there is a need for further discussion.
6. Reverse Brainstorming: When a team generally has trouble reaching a decision, reverse brainstorming can be a creative alternative. Instead of asking how the problem can be solved, this approach asks how one could be sure to make it fail. The team then develops strategies to avoid these mistakes.

Tips for successful implementation of the methods

The various methods offer a great deal of potential for structuring meetings in a more targeted way and making decisions more efficiently. However, for implementation to be successful, there are a few subtleties that need to be taken into account to speed up the decision-making process and ensure sustainable results.

• Adapting to Group Size: Not every method is equally suitable for every team size. In smaller teams, decisions can often be made more informally. A method like “Fist of Five” works well here and facilitates quick consensus. Larger groups, on the other hand, often benefit from a more structured approach, such as a decision matrix that weighs various criteria and provides clarity on the best possible option.
• Goal-oriented meetings: Even if the agenda is already aligned with the decisions to be made, it can help to start each meeting with a question about goals. This helps to get the team on the same page and clarify once again for everyone present which decisions are to be made during the meeting.
• Combining Methods: Combining different methods often yields the best results. For example, you can start a meeting with a brief discussion session with a strict time limit, but then wrap up the decision-making process with a quick vote, such as dot voting or the “Fist of Five.”
• Follow-up of the decision: It makes sense to document the decisions made so that team members who were unable to attend the meeting can also see them afterwards. Don't just record which decision was made, but also clearly state who is responsible for implementing it. This not only creates clarity about the next steps, but also ensures that the meeting comes to a productive conclusion and that all participants can adhere to the agreements discussed.

Conclusion

Faster decisions are the key to more efficient and productive meetings. By establishing a clear structure, defining responsibilities, and using effective methods such as dot voting, the “Fist of Five,” or a decision matrix, you can specifically accelerate the decision-making process.

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