Most meetings don’t matter. While you may dismiss this reality as “part of the job,” think about how 15% of your work time, according to consulting firm Bain & Co, is spent in those time-sucking meeting. Change needs to occur and I have an idea.
But first, we need to be clear about how bad the problem is. For most of the meetings you are called into, being there is no different than being absent, except for the fact that less air and carbon dioxide gets exchanged, fewer eyes get rolled and your doodling of that cool logo you would use if you ever get up the courage to open your own business remains in your mind, not on the notepad sitting blank in front of you.
If you are like most of us, you know as you walk into a meeting – often 3 minutes or so late because the coffee maker wouldn’t work or it took you that long to talk yourself into going because “I have to” — that you’re about to waste valuable time. It’s time you could be fighting fires (do firefighters have meetings?) or planning or the list could go on and on.
Meetings as Punishment
One person I know scheduled weekly staff meetings (the worst of the worst) for 4 p.m. routinely, figuring that if he was going to waste an hour that the best one to waste was the last one of his work day.
Another person I know attends a Friday afternoon meeting every week, even his vacation weeks, because it’s required. Talk about punitive and counter-productive. No one’s going to bring their A game to a Friday afternoon meeting, where every debate means that much longer until the weekend.
Holding a good meeting these days is challenging. Getting the right time, the right people, the right agenda, the right tone to encourage an open exchange, and on and on. I have coached leaders and teams on these matters.
A New Approach
A few weeks ago, I shared my strategy for creating better meetings on our award-seeking podcast, The Serious Soft Skills Podcast. Compressing meetings to the bare essentials seems to encourage the most effectiveness. I’ve tried stand-up meetings, fewer meetings with longer agendas, more meetings with shorter agendas and various other techniques.
But the Rule of Fours seems to work best. My Rule of Fours suggests that whatever time you are going to devote to meetings, cut it by four. If it’s slated for one hour, then cut it to 15 minutes. If it’s a half hour, then cut it to 7½ minutes. (If it’s a 15-minute meeting, scrap it. Do one-on-one, in-person meetings instead.)
This rule, which I have shared with a few people to good results, works for several reasons. Most importantly, the Rule of Fours shows you mean business. You want to get to the core of the matters at hand. No chit chat, no long stories, no bad jokes, no grandstanding, no crazy PowerPoint presentations. This approach doesn’t even allow for time to dim the lights, which is a guarantee for a bad meeting.
Taming the Meeting Madness
Second, this rule forces you focus on one, maybe two, main topics. Too often, with the exception of a brainstorming meeting where wild ideas are encouraged, teams take on too much in one meeting. It’s all issues on the deck, when focused meetings show success.
Third, if people have booked the hour for a meeting and get out after 15 minutes, they actually might have time to work on their action items from the meeting. Too often we leave meetings frustrated and after planned, which forces us to consign any action items we had at the meeting to later. If we even document them at all.
In our hyper-competitive business climate, wasted time costs us dearly. Making meetings matter again could help you regain the advantage you are seeking against your competitors.