Meetings cost time and money, both of which are valuable. Hold meetings only when necessary, and ensure that they are concise and constructive.
Do You Need A Meeting?
Most managers feel pressured by the amount of time that they are expected in meetings. But how many meetings really serve a useful purpose? If you were to consider the cost of meetings, you might arrange – and attend – fewer of them.
Defining Meetings
A business meeting consists of people coming together for the purpose of resolving problems or making decisions. A casual encounter in the corridor between colleagues could be described as a meeting. However, most meetings at work are more formal, with a prearranged time and venue. They may be one-on-one meetings with a senior manager, a colleague, or client, but usually they consist of more than two people. The typical meeting has a clearly defined purpose summarized in an agenda – a written list of issues to be discussed – that is circulated in advance.
Considering Costs
The best meetings save time and money by bringing together the right people to pool their knowledge for a defined purpose. However, many meetings are held unnecessarily – for example, the regular team meeting that once had a purpose then became a habit, or the meeting seen as a break from working alone. These are expensive luxuries. The biggest cost of any meeting is usually that of the participants’ time – from reading the agenda and preparing materials, to attending the meeting. If participants will have to travel, this time must be taken into account. Finally, there is the “opportunity cost”: what could the participants have been doing if they had not been in the meeting, and how much would that have been worth to their organization? Consider all these costs before calling a meeting.
Knowing Your Aims
Meetings can be held for any number of different reasons. The exact purpose of a meeting must be made clear well in advance to both the chairperson and the participants. This helps everyone to make the meeting a success.
Considering Purpose
The purpose of most meetings will fall into one of the following categories. Decide in advance to which of these a particular meeting will belong, and ensure that all participants are aware of it:
- Imparting information or advice;
- Issuing Instructions;
- Addressing grievances or arbitrating;
- Making or implementing decisions;
- Generating creative ideas;
- Presenting a proposal for discussion and, usually, for ultimate resolution.
Sorting Out Details
When you have decided what the main purpose of a meeting should be, you can begin to consider the other details. Think about how long the meeting should last, and bear in mind which issues need to be discussed and the amount of time that should be allocated to each. Remember to allow time for delegation of tasks, may be a refreshment break, and summing up. Be sure to schedule the meeting so that the right people, with the requisite levels of authority are able to attend. If they cannot, rearrange the meeting at a more convenient time. When it comes to meetings that are held regularly, check at frequent intervals that they continue to serve a useful purpose and do not waste time.
Assessing Personal Aims
Whether you will be chairing a meeting or simply attending one, reflect in advance on the specific objectives of the meeting as well as on your own personal aims. There may be certain items on the agenda in which you have a particular interest, for example. Clarify in your own mind what outcomes you would consider acceptable. You can then start to prepare accordingly. Another question to consider is whether you can minimize the amount of time you spend at the meeting. If you do not need to attend the entire meeting, and have decided to be present only for part of it, inform the chairperson in advance.
Reinforcing Objectives
If you are chairing a meeting, start the proceedings by summarizing its aims and objectives, so that all the participants can keep them in mind for the duration of the meeting. Remind the participants what decisions must be reached and by when, and what information will be conveyed, and – if they stray from the point – draw their attention to the amount of time that has been allocated to the discussion of each issue. If you are simply an attendee at a meeting, ensure that you are well-prepared for the thorough discussion of any issues that particularly concern you.
Key Points
- Always be clear about the purpose of a meeting.
- If an issue can be resolved without a meeting, cancel the meeting.
- Consider carefully what makes a successful meeting, and what is likely to make an unsuccessful one.
- Consider what would happen if a regular meeting were not held.
Confidentiality Issues
All meetings should know at an early stage in the proceedings if they will be dealing with any confidential issues in a meeting since this may affect the approach of the participants. All confidential issues must always be respected outside the meeting room. If an agenda will contain a mixture of confidential and non-confidential items, ensure that the status of each item is made clear to all of the participants in advance.
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