4 questions to decide if a meeting is necessary and 7 things to do before you call a meeting

We are all spending too much time in meetings and on calls. A recent survey by Korn Ferry stated that more than 67% of respondents said they spend too much time in meetings and on calls. This negatively impacts work, productivity and life balance.

Meetings are needed to monitor plans, make decisions, re-energize a project, increase a sense of shared purpose, share information, gather feedback, etc.

However, many meetings are a place where time is wasted, decisions are discussed but not made, the loudest voice wins and tangents are taken. They can end up costing the organization thousands of dollars in lost time and productivity.

So if some meetings are useful and others aren’t, how do you decide to hold a meeting?

1. If the meeting is for information sharing, can we do it as effectively through another medium?
2. Does the meeting have a clear outcome? If it doesn’t, don’t call a meeting.
3. Are the right people available for the meeting? You can’t move ahead without the right people, schedule the meeting when the right team members are available.
4. Are there more pressing items on people’s schedules? If you are in the middle of a budget cycle or year-end reporting, then postpone your meeting.

Before you call a meeting:

1. Confirm outcomes
2. Create an agenda to meet those outcomes (this is Systems Thinking!)
3. Only schedule as much time as needed to achieve the outcomes
4. Invite the right attendees
5. Share the outcomes and agenda to help people decide if they should attend and to prepare
6. Find the right location or technology
7. Be prepared

You might even consider bringing in an external facilitator.

Meetings are often how work gets done in organizations. However, make sure you hold effective meetings or time is wasted and nothing gets done.

If you need a facilitator or want to talk about designing effective meetings: Valerie.MacLeod@HainesCentre.com