People love to hate on meetings, but it’s for good reason. While they can enable creative collaboration, many are wildly unproductive. And when you consider that meetings eat up 15% of an organisation’s collective time, they also get wildly expensive, fast (the US economy alone wastes $25 million per day on meetings that are completely unnecessary!).
So how can we solve the problem of pointless meetings and stop needlessly wasting resources? It starts with recognizing that meeting time is just as accountable as any other business cost. Here are six simple ways to ensure you only run effective meetings:
1. Know your purpose
Before you do anything, ask yourself what you’re trying to achieve with your meeting. Then consider whether a meeting is actually the most effective medium for solving that problem. All too often, we arrange meetings for issues that can be more easily solved by a short conversation or simple message between two people. Meetings are a learned habit, a cultural knee-jerk response, when they should be treated as a last resort for problem solving.
2. Make all meetings optional
The more people present at the meeting, the heavier the collective time drain on your business. So take an honest approach to meeting attendance: If you won’t add any value, you shouldn’t be there. It’s simply not efficient or profitable to trap people in meetings they have nothing to contribute to. Adopt an opt-in policy for every meeting, to make everyone really consider what they can add. It also enables a more open working culture – you’re actually giving people agency to decide what’s the best use of their productive time.
3. Send presentations ahead
Effective meetings are sites for discussion, not presentation. Share any research materials or insights which will inform that discussion ahead of your meeting. Why? Because verbally processing a document as a group is monumentally inefficient. Reading crucial information for the first time in meetings is cognitively tough – especially when people talk at you while you read – and requires much more to time for each individual to process. Cutting this passive task out helps keep meetings action-focused and will minimize empty time.
4. Set a loose agenda
Meetings without a rough agenda quickly become directionless and lead to tangents, unrelated chat and circular conversation. Create a loose structure to guide your group discussion and send it ahead of the meeting to ensure people are clear on what needs to be done. But keep it specific and contained – an overly complex agenda can create several directions which clash for attention and also lead nowhere.
5. Track meeting time
Like any other business expense, the cost of meetings needs to be quantified. Tracking meeting time is the easiest way to gain that control and oversight; you simply can’t measure if optimization efforts are actually effective without it. Automatic time tracking apps like Timely capture total meeting time across your organization – from meeting duration, pre- and post-meeting prep, associated travel and the specific documents discussed. They’re a great way of visualizing and costing all the resources you pour into meetings, whether you bill for meeting hours or just want a better hold on your internal time.
6. Automate minute taking
Creating meeting minutes is an essential but unproductive task, and adds to the burden of “hidden” extra-meeting costs. They also necessarily limit your focus on the meeting itself, taking you away from the discussion. Thankfully, automated tools like Otter and Tetra can now do the job for you. They harness voice recognition technology to create digital records of your meetings while they take place; you don’t even have to take notes.