My Rules for Meetings
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One member of the FrogDog team loves meetings. I think it helps him feel cohesion. I get that, kind of. Face time and working in tandem are important for people to feel connected and part of something.
I hate meetings.
Meetings kill productivity. After endless days of meetings, many of us spend evenings and weekends getting everything else done—including the "action items" that get assigned during the meetings.
Yes, some meetings are critical. (The ones that aren't shouldn't be held.) Essential meetings are those in which attendees finalize items, combine work, or answer questions that need real-time discussion. Nothing else. Brainstorming meetings and suchlike are wastes of time (see this New Yorker article for more detail on why).
Even critical meetings should take only the time needed to accomplish the objective. I've heard about executives who demand everyone stand up for the entire session to clip meeting time. Another requires attendees to drink an entire glass of water before every meeting. And I know many people who hold meetings at 4 p.m. to ensure they're done quickly.
But none of these tactics ensure that the meetings are worthwhile, no matter how short.
Here are my thoughts on facilitating meetings that respect everyone's time and add actual value:
Every meeting must have a detailed agenda that outlines what needs to be discussed and the desired outcome of the session.
Agendas should arrive at least a day prior to the meeting so that everyone can prepare. Attendees should use the agenda and the expected-outcomes statement to come to the meeting with thoughts written down.
Only invite people who must attend the meeting. Inviting others wastes their time. (And no, they don't need to be included lest they feel "left out"—this is business, not a social club). Also, smaller meetings are more efficient. People in meetings feel they must contribute, so the more people you have in a meeting, the more talking you will get. (And no, not all of it will be helpful.)
Mobile phones have no place in meetings. In case of an emergency, the person in crisis will call the main office number and the receptionist will sleuth you down. Otherwise, deal with e-mails, texts, and calls after the meeting. If the meeting is managed well--and people aren't distracted by their cell phones—it won't last long.
Never attend a meeting without paper and pen or a tablet computer to take notes. (No, mobile phones don't suffice. I've had people try this. It looks like you're playing with your phone, which is rude. And how well can you take notes on a phone? Not well.) If you don't have a way to write things down, you'll forget everything the meeting covered, which makes it an especial waste of time for you and for the person you later pester to remind you.
Voila! Short meetings that give people time to get their work done.
What are your ideas for short, sweet, and super-effective pow-wows?