For many people meetings are the bane of their workday. They dread them, have no interest in the subject, can’t figure out why they have to be there, don’t know why the meeting is being called, and think meetings are generally a waste of time. 

For these and other reasons people who dislike meetings, often arrive late, bring other work or the newspaper with them, sigh deeply during key discussion points, speak sarcastically, or exhibit other disruptive and dismissive behaviors that hamper the effectiveness of the meeting.

Here are 7 things you can do instead of holding a meeting or to reduce the number of meetings you do hold.  

1.     Assign the decision, project or recommendation to a small group who may be able to work faster and more effectively without a big group. Too many meetings get bogged down by your local contrarian, negativist, or other meeting killers.

2.     Hold a conference call or use Go To Meeting or other conference services. 

3.     Send out a 

memo or email with a request for input on the subject and a deadline.  Follow-up with the results.  

4.     Assign someone to do white paper that is distributed to everyone.

5.     If you know the decision has already been made, don’t call a meeting to get phony input or pretend to discuss it.  Just announce the decision and offer to work with people who will be adversely affected or need more information.

6.     Have each person email or post the report or check-in they would have reported in the weekly meeting.  Encourage people to discuss what is important to them with the appropriate person.  

7.     Announce a new procedure, process or change by going around and speaking to as many people as possible in person.  Get their feedback, ideas and input. Using that information make adjustments that were suggested. Follow up with an email or memo to ensure that everyone has the information they need.  This one-on-one approach also has the benefit of allowing you to spend a few minutes with employees, commend their work, resolve issues and inquire about their family, etc.

Tags: Effective Meetings //