The Hidden Costs of Inefficient Meetings

The Misconception of Meetings

The phrase 'let's have a meeting' has become a common refrain in the business world, often seen as a panacea for all problems. However, the truth is that many meetings fail to achieve their intended purpose due to poor management. As F. Scott Fitzgerald once said, "No grand idea was ever born in a conference, but a lot of foolish ideas have died there."

Meetings are typically held for a variety of reasons, ranging from client requests to a lack of solutions for current problems. However, the issue with most business meetings is the lack of ownership. A well-run, effective meeting can be a joy to participate in, but unfortunately, training in effective meeting management is rarely provided.

The Art of Running Effective Meetings

Running efficient, productive business meetings is a skill that can be learned. Here are 12 key points to help make your meetings more fruitful and engaging:

• Question the Necessity: Before scheduling a meeting, ask yourself if it's truly necessary. Many meetings are held out of habit or obligation. Consider alternatives like a conference call or email exchange.

• Limit the Attendees: The notion that 'the more the merrier' is rarely applicable to meetings. The fewer people involved, the more effective the meeting tends to be. Ensure that everyone present can contribute to the group's knowledge.

• Assign a Leader: One person should be in charge of the meeting. This person doesn't necessarily have to be the most senior, but they should have the ability to keep everyone under control.

• Circulate a Clear Agenda: The meeting leader should distribute a detailed and unambiguous agenda to all attendees in advance. If research or items need to be brought to the meeting, this should be clearly stated on the agenda.

• Keep the Agenda Concise: If the agenda can't fit on one side of a sheet of paper, it's too long. Simplify it or, as a last resort, schedule two meetings.

• State the Problems Clearly: The leader should open the meeting with a clear announcement of the problems to be addressed.

• Stay on Topic: It's easy to get sidetracked during meetings. The meeting leader must be strong enough to keep the group focused on the agenda.

• Don't Rush, But Don't Dally: Give each point the time it deserves, but remember that the full agenda needs to be covered. Endless discussion on a minor point is another waste of time.

• Invite Delegates as Needed: If all attendees work in the same building, call each one into the meeting only when they are needed. This prevents people from sitting through irrelevant discussions.

• Minimize Distractions: Ask all attendees to turn off their cell phones.

• Assign a Note-Taker: One person should be responsible for taking clear minutes. A summary of the meeting's decisions and actions should be agreed upon by everyone before adjourning.

• Schedule Wisely: Meetings scheduled before lunch or late afternoon are more likely to finish on time. Always start on time, even if all attendees haven't arrived.

By following these guidelines, your meetings can become more efficient and productive. You might even discover that you didn't need a meeting in the first place.