Manage meeting madness

Posted by LauraDerb on January 18th, 2021

How many hours do you spend in meetings in a typical week? If you include the "right" scheduled meetings (including 1: 1) and guess the impromptu "Got a minute?" Conversations that always take longer than that probably add up to a considerable chunk of your work week. And even though technology promises fewer meetings, for most there is no sign of that anytime soon.

Poorly organized meetings can leave you desperate at a lack of progress, increasingly frustrated by all the 'real work' that hasn't started, and may even leave you wondering 'what am I doing here?' Sometimes.

And yet it doesn't have to be this way: a well-planned meeting saves time, gets to the "heart of the matter" to solve problems, and makes decisions quickly.

Here are four tips to keep in mind when preparing for meetings to help you make the most of the time you spend.

Challenge if a meeting is necessary
Do not attend meetings out of habit or because you are invited, go only if you know that it will be really useful for you or if you will be really useful for others by being 到會服務.

The expression 'time money' is very true when you think about the time spent in meetings; they can be very expensive or a large investment.

So do you really need to be there all the time? Could one of your direct reports (if you have a team) represent you?

Is there some other way, perhaps using technology, to cover the information more quickly?

What results are expected? If unclear, with an agenda, why is there a meeting anyway?

Arrive on time'
A quick start shows that you value and respect other people's time. If you are known for arriving and starting the meetings you organize on time, you will encourage everyone to be there as well. Don't stop the meeting to update latecomers.

You may have back-to-back meetings, so a late start or overload can make you late for your next appointment, interrupting your entire day. If necessary, you may have to leave early to get to your next meeting, so make sure the president knows this, so that his contribution is made by then.

Be realistic about how long it may take to get to the meeting location: wait for elevators, walk between buildings, pick up a coffee, etc. they can present surprising delays.

And if you're hosting a meeting, set an end time as well. This helps others plan their day around him.

A small personal organization can go a long way ...
For regular meetings (for example, with your team, a particular supplier, a project team) create a file folder for each one. Relevant items that come up between meetings can be added to the file so you remember to bring them up or add them to the agenda. This avoids a last minute flurry of searching for relevant information; you can simply grab the folder and go.

Even a little prep time will significantly improve your impact, even for an informal 1: 1 meeting with your manager or a colleague. Showing obvious thinking and preparation creates a great impression, speeds up the dialogue, and increases the chances of a successful outcome for both of you.

Go ahead
Make yourself known for doing what you say you will do in time for the review at the next meeting. And if you realize that you will have a difficult time completing your action on time, make sure those affected know about it in time.

If it's your meeting, write down the agreed-upon actions (just a simple 'Who does what and when' is fine) and circle the dates, place and location of the next meeting quickly. People will know that there is no way to escape your commitments if you register and review.

Meetings may seem like they dominate our work lives, but you can really change them to be extremely effective investments of your time, whether you're there as a president or a participant.