Have you ever sat in a meeting and wondered, “did we really need a meeting for this?” You’re not alone. According to the Harvard Business Review, 71% of senior managers said meetings are unproductive and inefficient. 65% said meetings keep them from completing their own work. When used effectively, face-to-face meetings can be a valuable tool. Unfortunately, in the corporate world, effective meetings are not always the case.
The Dark Side of Meetings
On average, employees spend 62 hours each month in meetings – almost 40% of their working time! This takes away from the time that they have available to actually work on their assignments.
In addition to being a time waster, ineffective meetings also:
- Reduce productivity. When interrupted, it can take up to 23 minutes to refocus on a task. With several meetings scattered throughout your work day, you spend a lot of time and energy trying to recapture your focus.
- Lead to burnout. In order to concentrate and complete their work, many employees are cutting into their personal time to work early or stay late. Over time, this can cause them to become exhausted and stressed, resulting in lower employee engagement and higher turnover.
- Waste money. More than $37 billion per year is spent on unproductive meetings. Calculate the cost of everyone in attendance at your last meeting. Was the work or decisions made during the meeting worth that cost?
Consider Other Communication Channels
Meetings are just one channel for you to communicate with colleagues. There may be a more effective (and efficient) way to deliver your message. Think about what you want to accomplish and consider the following alternatives:
- I want to share information or update: Send an email.
- I want to teach a new feature/program: Send a video.
- I want real-time responses: Call or send an instant message.
Make Your Meetings More Productive
Sometimes, however, you need to conduct effective face-to-face meetings. Follow these tips to make your meetings more efficient and productive.
- Keep it short. The average person pays attention for about 10-18 minutes before they tune out. Only about 73% of people pay attention after the 30-minute mark. Keep your meetings effective by keeping them short. This maximizes employee engagement.
- Don’t schedule in 30-minute blocks. According to Parkinson’s Law, work expands to fill the time available for completion. Similarly, meetings tend to expand to fill the allotted time. So if you only need 20 minutes, schedule a 20-minute meeting.
- Consider your audience. Determine whose attendance is needed to conduct an effective meeting. For noncritical people, send them a recap email afterwards or make their attendance optional.
- Set a clear agenda and goals. Share an agenda with the topics you need to cover and the goals you want to achieve. This will help your meeting stay focused and purposeful.
- Send materials ahead of time. Ask participants to review materials before the meeting and come ready for discussion. This reduces the time spent going through materials together.
- Keep everyone focused. Ban the use of outside technology to keep participants more engaged and focused on the topic at hand.
Andy Grove, former CEO of Intel, once wrote: “Just as you would not permit a fellow employee to steal a piece of office equipment, you shouldn’t let anyone walk away with the time of his fellow managers.” It is time for us to respect each other’s most valuable asset, our time, and think twice before we schedule an ineffective meeting.