MEETINGS MADNESS BARED!

Manilka Ediriweera provides some guidelines on conducting fruitful meetings

How many times have you survived meetings that could’ve been done VIA email? Or sat in a meeting and wondered what you’re doing there? Almost everyone has experienced meetings that are a waste of time – this is a ubiquitous complaint among employees.

So are these meetings necessary to get things done… or do they merely get in the way of meaningful work?

Studies have revealed that in the post-pandemic period, executives spend between two and five hours a day and an average of 23 hours a week at meetings. And with these gatherings taking place so often, they have taken a turn for the worse and become far less productive.

This riddling of schedules with meetings has left working people feeling stressed, tired and overwhelmed. It has resulted in their productivity, work quality and happiness taking a hit. In addition, the overload of meetings can also lead to diminishing returns.

So corporates must rethink the reasons for conducting them and discontinue the unnecessary meetings. That’s not to say there should be no meetings… because they are a necessary evil. It’s about striking the right balance.

Often, the meetings madness stems from a lack of clear purpose, agenda and structure; or when they’re attended by the wrong people, they run for too long or start late. Therefore, it’s important to ensure that the real benefits of these meetings – such as collaboration, strengthening relationships, and exchanging ideas and information – aren’t lost.

It’s time to be purposeful and intentional about scheduling and conducting meetings. But this is easier said than done since it takes effort. If you err on the side of the ‘meetings madness,’ you’re unnecessarily using up the time and energy of em­ployees. Conversely, fewer meetings could run the risk of less information exchange, communication and unity.

There are ways to improve meetings, and transform them from being uninspiring, unproductive and wasteful, to becoming productive, inspiring and collaborative.

One of the most important things to do is to be on time – always. If a meeting starts late or runs longer than scheduled, it can hinder productivity and impact the team’s morale. Since everyone’s time must be respect­ed, it’s vital to start meetings on time… whether attendees make it in time or not.

And it is critical to be mindful of who is invited to any meeting. Before sending invitations, check if everyone on the proposed list is needed at the meeting, whether he or she needs to receive the information, or can play an essential role in making decisions. And make sure that the ‘opt out’ option is available for all attendees, to avoid putting an unnecessary strain on them.

Be respectful of boundaries and work commitments when scheduling meetings, and avoid conducting them at lunchtime or when the working day is about to end.

Another simple yet essential step is to send an agenda with the invitation to the meeting – and stick to it! This helps attendees prepare in advance. It also reduces time and helps them stay on track.

It is vital to set the right tone for meetings by establishing a clearly defined set of rules. This will inform people about what is and isn’t acceptable. The rules will help quell tensions when they arise, facilitate communication and create a safe space where people feel respected, as well as make meetings more productive and meaningful.

But setting ground rules alone isn’t enough; they must be implemented. Before deciding on the rules for a meeting, ensure that they are developed together with the group. People are more likely to follow the rules if they have contributed to setting them.

During a meeting, be attentive to the three Cs: clarification, contribution and call to action. Check whether everybody is on the same page. Encourage contributions, and ensure that everyone feels seen and valued for their inputs. Be clear about the action that needs to be taken after the meeting.

Remember that regardless of how intentional you are in your efforts to hold productive and impactful meetings, there can be certain blind spots. Identify and understand these, seek feedback on them and create a culture of open dialogue.

Furthermore, you can introduce a weekly ‘meeting free’ day without any scheduled commitments – because on certain occasions, it can be frustrating for employees when their week is packed with meetings, leaving them very little time to work.

In fact, this is a practice that many leading businesses around the world have put in place to offer time to focus… and a reset to review which meetings matter.

The clock is ticking and time is a zero-sum game. So be mindful and intentional when marking time on other people’s calendars. Say ‘goodbye’ to the meetings madness, and ‘hello’ to productive and impactful meetings!