TheMiddleShelf.com

It’s not unusual for some of us to attend three to six meetings every week. The majority of these are about one hour long. At this rate, one could spend a staggering 9,000 hours or more in meetings over the course of his or her career. This makes it especially important to evaluate whether a meeting is necessary and how to make the most of those you lead or attend.

Make sure every meeting is absolutely necessary. Only call a meeting when it is absolutely the best way to accomplish an objective.  Explore all other alternatives before calling a meeting.  If you can accomplish objectives by phone or e-mail, save everyone’s time and plan it accordingly.

Make the meeting short. Most managers say that at least one-half of their meeting time is wasted.  That averages out to 5 hours per week, 250 hours per year for each person involved. Wow!  Make it a goal to cut your meeting time in half.  If people are prepared before they arrive, most meetings could be accomplished in half the time.

Everything meeting should have a published agenda answering the most obvious questions:  Why am I investing time in this meeting?  How long will it last?  Who’s attending?  What are the expectations?

During the meeting, it’s important to stay focused on your goal. Don’t allow an informational meeting to degenerate into a brainstorming session.  Focus on what is important.

Before leaving the meeting, don’t assume anything!  You really think everyone knows what they are supposed to do next?  Recap so everyone knows who’s responsible for next steps, when action should take place and how results will be communicated.

Meetings have gotten a bad rap, because many meetings are unproductive and dull. But they have both a place and a high potential in small and large businesses. Meetings do give a sense of involvement and participation. They provide a chance to exchange opinions, allow participants to “sell” their points.  Good meetings can increase your effectiveness, customer service, and bottom line.

So, can we hope that someday someone will find a cure for the common cold and a cure for the common meeting?

The danger is they may have a meeting to find the cure.