Why Are We Meeting?

28 Sep

A few years ago, Psychology Today published an article by Ray B. Williams, “Wired for Success” in which Williams argues, that if you want to “improve productivity, scrap meetings.” He sites SmartBrief on Leadership that conducted a poll asking this question, “How much time do you spend in recurring meetings?” The results of the poll indicated that 30% of the respondents are spending between 30-75% of their time in recurring meetings. (Keep in mind, these meetings may be face-to-face, conference calls, or web-based.)

That said, you undoubtedly have meetings that are absolutely necessary and you may not need to “scrap” them. However, meeting leaders are responsible for preparing for the meetings ahead of time, ensuring all attendees understand what’s expected of them prior to and during the meeting, and then the leader must manage and control the meetings efficiently.

The Agenda
An agenda is essential to a successful meeting. If the meeting’s organizer can’t take the time to create an agenda then he/she may need to rethink the need for the meeting. Meetings, by definition, are established to communicate, evaluate, discuss, and produce results. That said the agenda should be disseminated to those invited to attend in advance. There’s nothing worse than attending a meeting having not received an agenda and being asked questions or for opinions that needed advance notice or analysis.

The Preparation
Creating an agenda takes time and preparation on the part of the meeting organizer. They need to determine and define the purpose of the meeting, the expectations during and following, and the objectives the meeting is intended to achieve.

In turn, the attendees should review the agenda upon receipt and ensure they too have done their homework to be prepared with the necessary information, reports, and recommendations on the topics outlined in the agenda. Quite simply, all of those seated at the meeting should be serving a purpose or a reason for their attendance and participation. As the meeting takes place, each person’s role and contribution should be demonstrated.

Useful Tips to Achieve a Productive Meeting:

  1. Don’t hold a meeting unless you’re prepared, organized, and have demonstrated goals.
  2. Distribute a specific agenda including intended outcomes in advance
  3. Be clear about the outcome and purpose of the meeting.
  4. Hold attendees accountable for the reports and information that they are expected to provide.
  5. Don’t use meetings to distribute information or give updates or low-level housekeeping  – –  do that by email
  6. Hold meetings just before lunch so people will value the limited time
  7. Limit meetings to one hour in length
  8. Always begin and end the meetings at the announced times

What tips or guidelines do you use?

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One Response to “Why Are We Meeting?”

  1. Cindy Rosen September 28, 2014 at 10:39 am #

    Reblogged this on Livingston's Library.

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