I know the word that can strike fear into a room of executives and that word is meetings. While meetings can lead to good discussions, they are often seen as a bottomless pit of wasted time. The problem isn’t the fact that there’s a meeting but rather the people who are in the session.
They are likely making it longer and less productive. The tricky part is that they probably don’t even realize it.
Keep in mind that they are otherwise perfectly reasonable colleagues. When you give them an agenda, something happens.
The good news is that you can protect yourself from these bad meeting habits with these simple tips:
The Meeting Talker
In some organizations the culture makes everyone feel like they have to contribute to a discussion. Not talking is seen as losing power in the company hierarchy.
As a result, you get people talking who really don’t know what they’re talking about. While they may mean well, they are the equivalent of a fan of a legal drama giving advice to an attorney.
Create an environment where people understand that contributing to a conversation is welcome if you are adding something to the discussion. Repeating previously expressed points or going off on a tangent should be avoided, unless the session has been advertised as a time for brainstorming.
The Good Times Meeting
These meetings tend to be very fun. People talk about what they watched on TV last night, jokes are shared, and there’s much laughter. It’s like a party.
The problem is that there is very little work getting done. This scenario is especially common in organizations that are experiencing challenges. No one is willing to make tough decisions or decisions that will change the future of the business. It’s a lot more fun to chat about the results of the most recent episode of a TV show.
Make sure the discussion stays focused on your agenda. As your talking, new topics emerge but it’s up to the group to decide whether to address them immediately or schedule them for another time. Every item on your agenda needs to either have a resolution or a next step.
Otherwise, today’s challenge will be allowed to live on for weeks and months.
The Meeting Artist
This person frequently spends the entire meeting doodling. While everyone is talking about important stuff, the artist’s attention is focused on recreating a masterpiece, like The Scream, on a legal pad.
This a distraction. Would you want a pilot doodling while landing an airplane? Put down your pencil or pen and focus on the meeting.
There are those who swear that they think better while drawing. I’m sure this can be true but how does the sketching affect the people who are sitting around the artist?
Imagine that you are addressing a group of people and when you look to them for a reaction, all you see are the tops of heads because everyone is doodling. Does that fill you with confidence? Keep your focus on the meeting and it will move faster. People should not have to wait for an artist to reengage with the topic.
The Meeting Late Arrival
This person does not like meetings. Avoiding them is embraced as an art form. The challenge is that the meeting is being held for that person’s benefit. The meeting can’t move ahead without that person’s decision or comments.
Eventually the person will show up, much like a guest might arrive, fashionably late, for a party. “Tell me what I missed,” is usually the first thing asked.
Then everyone in the room has to listen to what has already been discussed. Some things, like leftovers, are not better the second time.
Make sure that all agree that they will not start the meeting until all participants are there. If someone is delayed or can’t make it, then reschedule the session.
Treat meetings like a surprise birthday party, where if a guest doesn’t come on time to hide behind the sofa, the surprise is spoiled.
Burning Meeting Money
Long meetings often become the equivalent of burning many $20 or $50 bills. Look around the room at your next meeting. Calculate how much you’re paying people to sit in a room.
It can add up fast. Is it any wonder that you may be falling short of your big picture goals? Instead of chasing them, your team is focused on molding the furniture to their backsides.
If a meeting does not lead to an action or a decision, then it is a net loss of productivity.
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