Meetings waste a huge amount of time (and subsequently money)! Some organizations are meeting ‘wise’. The majority however are grossly inefficient when it comes to using time to maximum effectiveness in realising the objectives to be achieved in a meeting. Every organization should have a policy signed-off by a very senior employee (preferably the CEO) detailing what the organization expects when it comes to meetings.
The Meeting Policy
The policy should cover items such as:
- What Tool to use to schedule meetings (e.g. Microsoft Outlook Calendar) and how to use the Tool for meetings (e.g. use the ‘required attendee’ and ‘optional attendee’ indicators)
- An agenda with timings must be included on every meeting request.
- How far in advance a meeting must be scheduled.
- The minimum amount of time should be booked for any meeting.
- Minutes must be sent out within x hours of the meeting.
- Meetings must start on time and end before the scheduled end time.
- Who should be invited to meetings.
- When telephone or video conferencing may be used.
It amazes me that organizations will make the effort to reduce expenditure on items such as pens when enormous amounts of time are wasted on poorly managed and planned meetings. To all those CEOs out there; significant lost productivity may be avoided through better meeting best-practice (the cost of implementing meeting best-practice will be far lower than current lost productivity due to poor meeting practice)!
O.k. that’s my rant for the day …
Links to Bad Meeting Articles
I’m certainly not the only one having ‘issues’ with poor meetings:
- Waste of Meeting by Tom Foster
- The $100 Billion Collaboration Stimulus Plan of 2009 – Part 1 by Alan Cohen
- The Meta-Meeting, and Other Horrors of Committee Service by Chad Orzel
- Bad Meetings are Your Fault by Jason B. Jones
- Why People Like Bad Meetings by Steve Kaye