Meetings are a waste of time
-Angel Rosario
Yeah, I said it. Meetings are a time-suck. I read somewhere that you should only hold meetings with the condition that the meetings aren’t over 15 minutes long, and no one is allowed to sit. Therefore encouraging more interaction, and eliminating idle chit-chat time. In other words, people don’t like to stand and talk, so make them get to the point.
In theory, thats a provocative idea. In real life, I don’t think so pal. Meetings typically DO suck, however, this article will help you host efficient meetings that stand out from the rest.
A few weeks ago I had to schedule a meeting between a few company Vice Presidents, and our own leadership. As I attempted to 
coordinate a 1 hour meeting balanced between three calendars, I began to notice just how many hours per day our senior level staff was wrapped up in face to face meetings. On some days, 6-8hours during the workday were taken up by meetings.
I realized this is ridiculous. If you spend so much time in meetings, how do you get anything done? Sure, meetings are vital for building relationships/networking, and sharing information. However, attending so many meetings can rob you of the opportunity to make decisions and implement your company’s vision. Having attended many of these meetings myself I started to wonder, how many of these meetings are absolutely necessary, and how much time can be shaved if the meetings were conducted in an effective manner?
If you want to increase productivity and reduce wasted time, consider follow these tips before hosting your next meeting. Here are my keys to successful meeting dynamics:
- Ask yourself, Do we REALLY need a meeting?
Often times phones, e-mails, video or conference calls suffice. Especially when recurring meetings or travel expenses would be incurred. Alternative, I DO find there is great value in face-to-face meetings, but only when necessary.
- Draft an agenda
- Decide what tools are needed before the meeting
- Start the meeting when you said you would. Starting on time will show your team members you value their time and promptness.
- Explain meeting, and lay down ground rules (i.e. thumbs up – I agree completely, thumbs down – I disagree and cannot accept, thumbs level – I don’t completely agree, but I can live with the decision)
- Identify length of meeting, and provide time calls (i.e. half way, 2 minutes left, time’s up)
- Schedule time for a open discussion. If topics arise that need their own offline conversation or their own meeting, schedule a follow-up.
- Review WHAT open actions remain, WHO is responsible for them, and WHEN is the next step due.
- Stop the meeting when you said you would. Starting on time will show your team members you value their time and promptness.
- Provide feedback on the next Meeting date/time/location if necessary.
After-Action report/minutes:
- Take notes during the meeting of suggestions, considerations for the next meeting. Did you have the right tools for the meeting? Were the right people present?
- Then, process the meeting itself and evaluate how the meeting went, how was the participation, time allotted, topics and focus.
Following these tips will help you reduce the amount of wasted meeting time, and help you stay better organized and effective. Okay, time for a union break. Check out this quick video about conference calls in real life (YouTube link: http://youtu.be/DYu_bGbZiiQ)
Ready to host your very own effective meeting? Download the FREE Meeting Quick Start Guide and Checklist by clicking here (.pdf format). This checklist combines the key phases of a successful meeting you can print and start using immediately.Key Phases of a successful meeting:
Before The Meeting
- Send out invitation
- Distribute Agenda
- Determine Objectives
- Plan the process
- Define roles/responsibilities
- Set time/location/duration
During The Meeting
- Start on time
- Set ground rules
- Assign roles
- Follow the agenda
- Encourage participation
- Assign accountability
- Determine timetables
- Discuss concerns
- Summarize action items
- End on time
After The Meeting
- Debrief
- Publish minutes
- Next steps
- Include benefits and concerns in next meeting
Do you have any comments, tips or suggestions? Comment below, 
send me an email or contact me on social media. I’d love to hear about it!