It’s Time To Talk meetings

For a moment, 18 months ago, meetings became so much more efficient when held virtually. No travel, no before-and-after wasted time, no searching for available rooms or squeezing into tiny spaces. But the reality now, with virtual meetings still omnipresent for most of us, is back-to-back meetings with very little space to breathe in between. In coaching, I have clients attending some 15 meetings a day, too early or late in the day. And, with some companies making a valiant effort to have ‘no meetings’ days – the meetings they would have had are being squeezed into other days! It’s a vicious circle. 

So, it strikes me that we must think differently about meetings. Instead of thinking about the number of meetings, think productivity and energy. What a fine goal that would be! Whilst much of the written advice on making meetings productive is standard fare, eg, have a purpose-driven agenda and know your objectives, it’s still great advice. Stephen Rogelberg’s (2019) scientific book on meetings, The Surprising Science of Meetings, is an enjoyable read and he quotes Andy Grove, the former CEO of Intel, saying, “A poorly conducted and unnecessary meeting is indeed a form of time theft, a theft that can be prevented”.

My offer in this blog is ten strategies you might not have tried, which I’ve experienced and seen work in practice:

1.     Don't schedule one-hour meetings. Schedule them for specific, unusual times, e.g., 18 or 43 minutes

2.     Always start on time, no matter who is missing (and put your most important information first, so people learn to be on time)

3.     Short is better. Go for a 15-minute ‘huddle’ or a 10-minute walk instead

4.     Assign people to different parts of the agenda and give them the heads up to prepare (with timing)

5.     Don't re-use the same agenda. It’s lazy and people fall into poor meeting habits

6.     The more complicated the meeting, the fewer attendees should be invited

7.     Try a silent meeting. I love them! At the top of the meeting, assign your brainstorming topic and give everyone 10 minutes in silence to write their thoughts. Then start the conversation. If this feels a stretch, just ask a question, and give everyone 2 minutes to write down their thoughts

8.     When you're invited to a meeting ask ‘why?’, or perhaps more politely, ‘what are you hoping I’ll contribute?’

9.     Use a timer in the meetings. In my experience, people resist at first but it’s great at keeping everyone to time, particularly when you want to give all attendees a share of the voice. You’ll soon find you won’t need it once people learn what 3-minute input really means!

10.  Get the right people in the room (or zoom room), less is more, and ensure everyone takes part. 

I’d like to hear your thoughts and what’s worked for you?