Maximising Meeting Productivity: A Comprehensive Guide to Analysing Efficacy how not to waste time in pointless meetings

Maximising Meeting Productivity: A Comprehensive Guide to Analysing Efficacy

Whilst several companies have announced they’re opting out of meetings in the workplace altogether, will extreme action help to claw back all those wasted hours? One of the most common complaints for disliking meetings is that they are time-consuming. However, it’s no different to someone giving the best seats at a game in the finals. It’s of no interest to me, so I’d be sneaking a glance at the time or clearing my inbox.
I’m not convinced that any organisation, regardless of size, can function without having a meeting. The problem, without a doubt, is down to ineffective HoseRules or the fear of implementing them. So come with me on this short journey and see if you agree.

The Importance of Punctuality: Best Practices for Meeting Efficiency

How often have you attended a meeting and heard the chair say, “Let’s give it a few more minutes”? Good grace is reserved for those who fail to make it on time. Unfortunately, when there are no consequences or repercussions, it makes way for individuals to take advantage.
There are plenty of examples where a person running late for a meeting will stop for a “quick” exchange or decide to finish a piece of work because they know the session will not start without them. Besides, they are almost done, and who can argue with them being productive?
This encourages complacency. The learned behaviour is that being a tad late for the meeting is acceptable because you’ll wait. Your actions to excuse the late arrivals are misguided appreciation and recognition for those who are ready and waiting.
Of course, there are exceptions, and a perfect reason could be offered to explain the delay. However, to respect everyone’s time, be punctual and get the meeting going when you said. Yes, you may earn yourself a reputation, but you will have invitees think twice before being tardy.

Leadership Development through Effective Meeting Invitations

From experience, many meetings take place with the wrong invitees. High-level discussions are arranged, and the person with the granular knowledge is not in the room to explain and answer any queries. Such a time-wasting activity as actions have to be taken away, and the session is left as “to be continued”. Not all situations are worthy of a sequel.
The right meetings can be used as training sessions. Inviting a team member to join so that they are familiar with the customs, or the running order, can remove the mystery and sometimes anxiety of having a delegate in your absence. The individual will get an insight into the wider business. Exposure to other aspects of the company or simply observing the manager can encourage ideas of growth within the company.
This is always a good sign for employee retention and engagement. However, if you subscribe to the homegrown model, there needs to be an interactive plan that consists of more than meeting targets. Practical experience with the proper guidance is invaluable. It also helps you to determine areas for process improvements and where you may want to engage in an audit for peace of mind that your business is in the best possible position.

Conflict Resolution: the Importance of Internal Controls

Most individuals in business are juggling their responsibilities. Time is a precious commodity, and humans continue to be sensitive souls. We enjoy the efficiency of instant messaging, email and other fast communication methods. Efficiency comes with its problems:
  • long-winded messages
  • incoherent messages
  • irrelevant messages
Missed messages because there are too many channels causing you to be dizzy when seated. But at the top of the board, tone. Yes, words on a screen can cause the most distress when the caps lock is accidentally, on purpose, left on. Beware if a message is too short, too direct or the wrong diction is used. There are times when paranoia takes over, and we read into things.
By minimising meetings, the team cannot observe and be exposed to others who may not work regularly. Everyone has their nuance and bad days. A meeting can remove you from the distractions for a while so that you can give your full attention to the matter at hand (as opposed to a rambling or curt email so you have another item checked off the ever-growing list.
With the proper structure, you can curb messaging ping-pong and know when to call a get-together to hash matters out. Without procedures and practices, there will be no internal controls, which is when meetings are abused.
Do you understand the governance of your business? It doesn’t have to be too complicated, but the first solution when something is not going as expected is not to call a meeting. While acquiring a sale or a loss is helpful for the sales team to be informed of.  No one in operations or facilities cares for that level of detail. Instead, they will be content with an overview monthly or quarterly.

There’s enough here to mull over as I bring this to a pause for now. We can always talk more if you have further questions.

Once you realise it doesn’t have to be so tricky, then go ahead and book that Sip & Chat.  My calendar is open to all, but there’s a limit on the number of working relationships at any time.  I’d hate for you to miss out.

Smiling Cas Johnson

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