Ever received a call from a local number, only to find it's an overseas telemarketer trying to sell you duct cleaning? You don't have any ducts, but now you're stuck. You live in fear of being bombarded with relentless calls if you hang up or lose your cool. So you listen, biting your tongue, nodding along to a pitch about the benefits of clean ducts, and the dangers of dust mite infestations. You end the call with a polite, "I live in an apartment," and the line goes dead.
Welcome to the corporate world of meetings!
Like that telemarketer's call, you're often pulled into meetings you have no business being in. You're a graphic designer, but somehow you've ended up in a budget planning meeting for the sales department. You have no idea why you're there, and you don't dare ask, for fear of not being a team player.
And then there are the meetings dominated by a select few. It's like being stuck on a call with a particularly enthusiastic duct cleaning salesman who loves the sound of his own voice. You sit there, your mind wandering, as the same voices drone on and on, and you wonder if there's a mute button for real life.
Finally, there are the meetings that have absolutely nothing to do with you. You're there to add to the headcount, to fill a seat, to nod along and give the impression of a busy, engaged team. It's like being on a call about duct cleaning when you live in a ductless apartment.
So, what do we take from this? Much like unsolicited telemarketing calls, unproductive meetings steal time, drain energy, and leave you wondering, "Why was I even there?" But don't worry, just remember: at least in the meeting, you don't have to pretend to be interested in duct cleaning!
As a management expert, I have seen time and time again how most people would agree that meetings are a necessary evil. They often take up too much time, and yet they seem to be a necessary part of getting anything done. The problem is that not all meetings are created equal. There are some meetings that are more productive than others, and it’s important to know how to identify the right ones.
Meetings can be a waste of time for several reasons: first because not everyone in attendance is actually contributing something; second, because the agenda isn’t clear or relevant to everyone in attendance; and third, because the meeting drags on for far longer than it should.
The best way to avoid these problems is by ensuring that your meetings have a specific purpose and by making sure that everyone in attendance is aware of that purpose ahead of time. Furthermore, you should make sure that the agenda is relevant to everyone in attendance and that only the most important topics are discussed. Finally, you should set a time limit for each meeting and stick to it!
Situation: There were multiple concerns both internally (Service Provider) and externally (Client) regarding the lack of contractual meetings and the effectiveness of existing meetings.
Task: Establish a process around improving current meetings' effectiveness and add necessary meetings to ensure alignment with the contract.
Action: 1 - Catalog all current meetings. 2 - Talk to the service provider and the client to see what meetings are missing from the contract and part of internal operational management. 3 - Update the meeting catalogue to capture all contractual and internal operational meetings. 4 - Develop a meeting template and process around conducting meetings. 5 - Share the template and process with both internal and external teams.
Results: As a result of the actions that were taken, all contractual meetings were scheduled and executed to avoid compliance issues. Meetings were also consolidated where there was agreement. Meetings were more structured and outcomes-based. The escalation was closed.
Meetings, when orchestrated effectively, are indispensable tools in management.
They not only further team productivity but also align teams with broader company objectives.
It's undeniable that many managers grapple with the challenge of ensuring meetings are time-efficient and truly beneficial.
To elevate your team's chances of success, it's vital to discern the varied types of meetings and master the art of preparing for and spearheading each with finesse.
This leads us to our next focus: technology and tools.
As meetings set the course, technology and tools ensures we have what we need to stay on course.
Journey with us as we demystify the world of technology and tools and highlight their role in effective management.