5 Reasons You’re Having Too Many Meetings (And 4 Ways to Have More Productive Ones)
I would like you to take a moment and think about how many meetings you run or attend in a day.
Now out of those meetings, how many are actually effective, engaging or even needed?
Imagine how much more you’d achieve if you knew exactly how to have a productive meeting.
Well, you’re in luck. Because here I’ll give you my top actionable tips on how to increase productivity in your meeting!
Who Else Struggles with Meeting Productivity?
I’ve asked my clients about their meetings and learnt two key things:
Most people say less than 50% of their meetings are productive.
At least 40% of people spend their time in a meeting thinking it is a waste of time!
Interestingly enough, 100% of people I asked wanted to know how to increase meeting productivity!
It’s easy to fall into the habit of creating (or attending) regular meetings. When in reality, the topics discussed could’ve been managed through email or a quick phone call.
According to an article covered in the Harvard Business Review, every minute spent in a wasteful meeting eats into time for solo work. And solo work is equally essential as collaborative work for creativity and efficiency.
Not only do badly run meetings or meetings that aren’t required waste time, they also cost money and effect morale… So….
Why Do We Have So Many Meetings?
Firstly, let’s look into why we have so many meetings. From my years in Human Resources, here are my top reasons for meeting overload.
1. Personality Types
Some personality types need to discuss topics, issues and processes - it’s simply how they operate!
Some personality types (AKA me being an ESTJ) LOVE talking through everything.
People like me crave communication and connection. Whether that be face-to-face, in person or via technology.
2. To Make A Topic Feel Important
There is a culture that says ‘if we need a meeting for this it must be important’!
We need to challenge this way of thinking and stop having meetings for the sake of it to emphasise the importance of a topic. There are many other ways to do this.
3. Engagement
Some people find meetings to be more engaging for their participants.
There’s more accountability than a phone call and no room for misinterpretation, which can sometimes happen through email.
It is also a way to assign tasks and get people on board then and there (well, put them on the spot!).
4. To Waste Time
Let’s face it, some people like to feel important and fill up their days with meetings. This way they can say:
‘I have so many meetings’
‘I’m heading off to a meeting’
‘Sorry, I can’t. I have a meeting’
Sound familiar? This results in limited time to actually do the work at hand. Instead, bouncing from one meeting to the next.
Referring again to the Harvard Business Review article, it reported that executives spend an average of nearly 23 hours a week in meetings! That’s crazy!
5. It’s How We Operate
You may be working for a business that LOVE their meetings. Or maybe you’ve come from a previous workplace that LOVED their meetings. Either way, it is a learnt behaviour or expectation for how you think you should communicate as a leader in the workplace.
How To Have A More Productive Meeting
Don’t get me wrong, I’m not anti-meetings. And I think that if the topic requires a meeting (and the meeting is set up for success), there’s a huge amount of benefit in calling one!
Top Tip: Ask yourself ‘could this be resolved via email or phone’? If the answer is yes, don’t schedule a meeting!
But the real question here is... How do we have a more productive meeting?
Here are my biggest tips for upping the efficiency of your next scheduled catch up.
1. Set An Agenda
If you determine that a meeting is required, make sure you have a set agenda. This should outline:
Topics
Timeframes
Clear expectations for attendees (sent ahead of schedule)
Desired outcomes
2. Set A Time Limit
Try to ensure the meeting doesn’t go over an hour. If your attendees lose interest and stop paying attention… Will it be the most productive meeting?
In saying that, I do understand some meetings need to go for longer. If this is the case, refer to point 2 and allow for breaks.
3. Keep Your Invite List Minimal
Make sure you only invite people that actually need to attend the meeting. Some team members need to be kept in the loop.
However, if the point of discussion could be covered in a summary email or phone call, do that instead.
4. Recap with Action Points
Make sure everyone leaves with a clear understanding of the purpose of the meeting and any required action that needs to occur following the meeting. This way they’ll be accountable to complete the tasks and know what’s required of them. It will also avoid the dreaded ‘I forgot’ at next month’s meeting.
Now you know how to have a more productive meeting, it’s time to put these steps in action! Make more use of your time, energy and people power with this checklist by your side.
Interested in following an example meeting agenda to try and give the above a go? Click here to download your FREE Productive Meeting Template!