Meetings That Work: A Guide to Conducting prosperous Meetings

Managers - Meetings That Work: A Guide to Conducting prosperous Meetings

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Business meetings can take up so much time and produce so slight return on speculation that it is mo small wonder that the majority of us dread them, even hate them with a vengeance! To give you an example of meeting madness, I have been to a pre-meeting meeting to discuss the meeting that we then attended. This was followed by a post-meeting debrief meeting to talk about how the meeting went and then later we had a strategy meeting to discuss how we would advent the next meeting! And if that wasn't enough, further meetings were spawned to discuss the tasks required to operation some of the outcomes from the original meeting. All in all, I spent about 7 hours in meetings for the sake of one 2 hour meeting.

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The honestly sad part about this is that it wasn't an isolated incident, nor was it peculiar to my employer. I have seen similar patterns before and since, where managers and staff are relentlessly drawn into meeting after meeting, seemingly without end. This never ending cycle of meetings has several pitfalls, not the least of which is the frustration caused and the lack of real work being done. That's not to say that meetings aren't necessary, they are, but many organisations overdo them to such a degree that staff can spend over 50% of their time stuck in meetings. Now, assuming that they were employed to produce a good 35 hours of meaningful work each week, is it any surprise that either things don't get done or there is a improbable estimate of overtime.

Here are some ideas to cut meetings down to appropriate levels and get some work done;

Ask yourself this examine before you agenda your next meeting; Is it necessary? Often, the field of a meeting can be discussed more effectively via email or a few well-placed phone calls. This is especially true when the invitees are geographically dispersed.
Give attendees abundance of observation and be clear about the intended outcome. Too many times I have left a meeting wondering what it was about, never mind knowing what was achieved. These meetings become an unstructured talk-fest where no one honestly knows what they are trying to accomplish (and that sometimes includes the convenor). While agendas don't suit everyone, it is gentle to fill in citizen why they are needed.
Start and end on time. Everyone appreciates meetings beginning on time, especially when you have a busy schedule. Likewise, meetings that end at the specified hour allow for better planning and time management. Once you form a reputation for good time keeping, attendees are more likely to be punctual (or even turn up). If there are some citizen who are consistently late without good cause, you could introduce an honesty-box fine theory (say .00 to charity for every 5 minutes you are late).
Consider using video conferencing to keep tour times down. Yes, attendees might be tempted to gad off to do something else, but there are systems which will let the convenor know when citizen are not paying attention. Also, if someone is not needed for the entire meeting, why not let them do some other work while holding part of their concentration on proceedings?
Keep your meetings down to 45-60 minutes. We have a slight concentration span and long meetings cause citizen to lose interest and drift off, resulting in lost productivity. I sub-contracted to a very large Australian mining business a few years ago, where meetings were strictly slight to 15 minutes. This worked very well and we only had 2-3 of these a week. Everyone had learned to use their own internal networks to bounce ideas nearby and look for solutions to problems - we only had meetings when they were honestly necessary.
Keep the topics to a minimum. That big Australian business I mentioned - our meetings regularly had 1 or two items for discussion. That meant there was no need for an agenda, Everyone who attended was 100% focussed and Everyone contributed.
Have a clear set of rules about how the meeting will be conducted and the behaviour that is improbable within the room.
Some meetings want minutes to be published and it is very frustrating if these only come out the day of the next meeting! If you do need to produce minutes, make a commitment to have them distributed within two business days, and honestly a week before the next scheduled meeting.
Finally, an additional one beneficial tactic to employ in the battle against endless meetings is to set a quota on the estimate of hours Everyone spends in meetings. You could, for example, set a quota of 3.5 hours per week; this means that time becomes a commodity which must be considered spent in order to get the maximum result.

These are only a few tips to help you avoid meeting overwhelm and get on with business. By applying these straightforward theory alone, your meetings will become more effective and productive.

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