Are Meetings Counterproductive?

Are Meetings Counterproductive?

I suspect that the title of this article is answered quickly by most with the same simple answer and that answer is most often “yes”.  All too often we get into a meeting, and we hear a rehash of the previous week’s meeting with little nuance. Now that we can attend virtually it makes the time a bit more tolerable, but it can still be tedious. When the meeting doesn’t accomplish its objectives then they can be a waste of everyone’s time.  Are objectives identified? Most feel that the time spent in meetings could be better spent elsewhere.  If this has been your experience, then it is time to change both the frequency, and the methods used to have meetings. Agreed?

Meetings can and should be very productive and important and necessary as you learn to remove your hands from every task especially as you begin to delegate.  They can be a very good way to brainstorm, and a way to get everyone on the same page. They are an important way to get all the stake holders together to work out the challenges of any new ideas, collaborate as a team and much more.

Thus, if you want a meeting to be more productive, then it is critical to have careful planning, clear communication, and effective time management. Here are some strategies to help avoid the pitfalls of a “time-suck” meeting. WARNING: it takes additional time for the host to prepare for a proper meeting so here is a strategy to do so:

1. Set a Clear Agenda: Define the purpose of the meeting and outline the topics to be discussed. Share the agenda with all participants beforehand. Whenever possible, if the meeting is reoccurring or weekly (monthly), send the agenda the night before. If it is scheduled for the same day, send it out well before the meeting time whenever possible.
2. Invite the Right People: Ensure that only essential participants are invited to avoid unnecessary opinions and distractions. Include all those affected by the decisions to be made.
3. Assign Roles: Designate the following roles:
   1. A facilitator to guide the discussion,
   2. A timekeeper to manage the schedule, and
   3. A note-taker to document key points and action items.
4. Start and End on Time: Respect everyone’s time by beginning and concluding the meeting as scheduled. Never be late, always end on time showing respect for others who have back-to-back meetings.
5. Use the Tools Available: Use video conferencing, collaborative documents, and project management software to facilitate remote meetings and streamline communication
6. Stay on Topic: Stick to the agenda and avoid veering off into unrelated discussions. Use a “parking lot” to note take for off-topic ideas for later consideration.
7. Encourage Participation: Create an inclusive environment where all participants feel comfortable contributing their ideas.
8. Summarize and Assign Action Items: At the end of the meeting, review key decisions and assign tasks with clear deadlines for those responsible for the tasks.

After the meeting has concluded, it is critical to do the necessary follow-up with all participants and those who had an excused absence. Unexcused absences create additional work for the host and often many others. This will invariably cause others more work because of their absence.

Other factors to consider after the meeting include:

• Send a summary of the meeting, including action items and deadlines, to all participants. As with any proper management protocols, follow up on progress before the next meeting.
• Evaluate and improve. Regularly assess the effectiveness of your meetings and seek feedback from participants to identify areas for improvement.

If you take nothing away from the list above, please remember two things.

1. It is important to have the right people in the meeting. This should include anyone who may be affected by the decisions made at the meeting, as well as those likely to be responsible for implementing and facilitating any action items.
2. The second is, ALWAYS have action items. All meetings should end with clear action items assigned for someone’s responsibility.  The list of action items, and their assignees, then becomes your agenda for your next meeting.

Meetings are crucial for effective communication, collaboration, and coordination within an organization, ultimately contributing to its success. Meetings have become even more critical today in this world of remote workers, or multiple location businesses.

Nothing says that meetings must be run as stiff as “Robert’s Rules” and indeed should start with some casual chit chat, usually for those who arrive early.  But at the appointed time it is always advisable to shift to the topic at hand and get busy. As an attendee, make a point of attending minutes early whenever possible.

At all cost, encourage participation, and don’t let everyone acquiesce, or be intimidated by yourself or others.  What you as a leader are looking for is:

• A better understanding of what your team faces every day and what their challenges are.
• A team that helps to come up with solutions and are therefore invested in implementing them.
• Promises of action from your team.

Meetings can take up considerable time of both you and your staff members.  Remember that they are on the clock, so you want to make the most of everyone’s time.  So, call the meeting when you need to, carefully plan what you want to accomplish, and then execute wisely.  You will be more productive, they will be more productive, and your company will reap the benefits.

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