Meetings have a bad reputation. People complain, but they have to attend, so mostly, they do. Sometimes late, sometimes inattentively, but they do attend. One explanation for this bad reputation is that we just have too many meetings. We could do well with fewer. And one reason why we don't work harder at eliminating or shortening them might be that we don't fully appreciate how expensive they are.
To help fix that, I offer this brief survey of the true costs of meetings, end-to-end. I'm focusing on the cost components that are less-than-obvious, and possibly difficult to quantify with precision. My hope is that the case for fewer, shorter meetings can be strong enough without actual numeric estimates of costs. Let's start with the pre-meeting activities.
- Inviting people
- Someone has to decide who attends. That might involve discussions with responsible parties. These discussions can get complicated occasionally, involving people who can be very busy. Once the invitation list is set, someone has to post invitations in the calendar system, or send email invitations, or whatever. The inviting activity is usually a low-cost task, but if it's delayed by bottlenecks or negotiations about who's available when and for how long, the delay can make scheduling difficult. That's why invitation setting often has a high priority. And when that priority causes delays of other tasks, the costs can mount. Those delay costs are rarely recognized for what they are — a cost of meetings.
- Setting up the facility
- Whether the meeting is face-to-face or virtual, we need a (possibly virtual) place to hold it. Someone has to reserve it. That might require swapping with other contenders for the space, or it might require scheduling the facility so far in When the need to decide the attendance
list takes priority over other work, delaying
that work, those delay costs are rarely
recognized for what they are —
a cost of meetingsadvance that nobody else will be able to claim it. Sometimes the need to schedule in advance causes us to have regularly scheduled meetings even when the primary need we're satisfying is keeping a claim on the facility, rather than the business we transact. That tactic adds to the burden of too many meetings. It's an example of addressing the right problem with the wrong tool, which is rarely a smart way to go. Find another way to lay claim to the facility.
- Getting to and from the meeting
- People who attend in person in a place other than where they work must transport themselves to and fro. Even if the meeting is virtual, attendees at various sites might have to meet in conference rooms for the videoconference or teleconference. People who must travel to attend have an even greater time cost. And people who attend virtual meetings without leaving their own offices might have to set up their connections, log in, and possibly even install software. All of this adds to costs, and it's significant because it affects every attendee.
Do you spend your days scurrying from meeting to meeting? Do you ever wonder if all these meetings are really necessary? (They aren't) Or whether there isn't some better way to get this work done? (There is) Read 101 Tips for Effective Meetings to learn how to make meetings much more productive and less stressful — and a lot more rare. Order Now!
Your comments are welcomeWould you like to see your comments posted here? rbrenuQKLUMsVubCpqOpqner@ChacCCvpZbzKGsgliMGNoCanyon.comSend me your comments by email, or by Web form.
About Point Lookout
Thank you for reading this article. I hope you enjoyed it and found it useful, and that you'll consider recommending it to a friend.
Support Point Lookout by joining the Friends of Point Lookout, as an individual or as an organization.
Do you face a complex interpersonal situation? Send it in, anonymously if you like, and I'll give you my two cents.
More articles on Effective Meetings:
- The Perils of Piecemeal Analysis: Group Dynamics
- When a team relies on group discussion alone to evaluate proposals for the latest show-stopping near-disaster,
it exposes itself to the risk that perfectly sound proposals might be inappropriately rejected. The
source of some of this risk is the nature of group discussion.
- Is the Question "How?" or "Whether?"
- In group decision-making, tension sometimes develops between those who favor commitment to the opportunity
at hand, and those who repeatedly ask, "If we do that, how will we do it?" Why does this happen?
- On Facilitation Suggestions from Meeting Participants
- Team leaders often facilitate their own meetings, and although there are problems associated with that
dual role, it's so familiar that it works well enough, most of the time. Less widely understood are
the problems that arise when other meeting participants make facilitation suggestions.
- Dealing with Meeting Hijackings
- When you haven't prevented a meeting hijacking, and you believe a hijacking is underway, what can you
do? How can you regain control?
- Workplace Politics and Social Exclusion: II
- In workplace politics, social exclusion can be based on the professional role of the target, the organizational
role of the target, or personal attributes of the target. Each kind has its own effects. Each requires
Forthcoming issues of Point Lookout
- Coming July 8: Multi-Expert Consensus
- Some working groups consist of experts from many fields. When they must reach a decision by consensus, members have several options. Defining those options in advance can help the group reach a decision with all its relationships intact. Available here and by RSS on July 8.
- And on July 15: Disjoint Concept Vocabularies
- In disputes or in problem solving sessions, when we can't seem to come to agreement, we often attribute the difficulty to miscommunication, histories of disagreements, hidden agendas, or "personality clashes." Sometimes the cause is much simpler. Sometimes the concept vocabularies of the parties don't overlap. Available here and by RSS on July 15.
I offer email and telephone coaching at both corporate and individual rates. Contact Rick for details at rbrenuQKLUMsVubCpqOpqner@ChacCCvpZbzKGsgliMGNoCanyon.com or (650) 787-6475, or toll-free in the continental US at (866) 378-5470.
Get the ebook!
Past issues of Point Lookout are available in six ebooks:
- Get 2001-2 in Geese Don't Land on Twigs (PDF, )
- Get 2003-4 in Why Dogs Wag (PDF, )
- Get 2005-6 in Loopy Things We Do (PDF, )
- Get 2007-8 in Things We Believe That Maybe Aren't So True (PDF, )
- Get 2009-10 in The Questions Not Asked (PDF, )
- Get all of the first twelve years (2001-2012) in The Collected Issues of Point Lookout (PDF, )
Are you a writer, editor or publisher on deadline? Are you looking for an article that will get people talking and get compliments flying your way? You can have 500 words in your inbox in one hour. License any article from this Web site. More info
- The Power Affect: How We Express Our Personal Power
Many people who possess real organizational power have a characteristic demeanor. It's the way they project their presence. I call this the power affect. Some people — call them power pretenders — adopt the power affect well before they attain significant organizational power. Unfortunately for their colleagues, and for their organizations, power pretenders can attain organizational power out of proportion to their merit or abilities. Understanding the power affect is therefore important for anyone who aims to attain power, or anyone who works with power pretenders. Read more about this program.
- Bullet Points: Mastery or Madness?
Decision-makers in modern organizations commonly demand briefings in the form of bullet points or a series of series of bullet points. But this form of presentation has limited value for complex decisions. We need something more. We actually need to think. Briefers who combine the bullet-point format with a variety of persuasion techniques can mislead decision-makers, guiding them into making poor decisions. Read more about this program.