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!
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More articles on Effective Meetings:
- Discussion Distractions: II
- Meetings are less productive than they might be, if we could learn to recognize and prevent the most
common distractions. Here is Part II of a small catalog of distractions frequently seen in meetings.
- Twelve Tips for More Masterful Virtual Presentations: I
- Virtual presentations are like face-to-face presentations, in that one (or a few) people present a program
to an audience. But the similarity ends there. In the virtual environment, we have to adapt if we want
to deliver a message effectively. We must learn to be captivating.
- Ending Sidebars
- We say that a sidebar is underway in a meeting when two or more meeting participants converse without
having been recognized by the Chair. Sidebars can be helpful, but they can also be disruptive. How can
we end sidebars quickly and politely?
- How to Hijack Meetings
- Recognizing the tactics meeting hijackers use is the first step to reducing the incidence of this abuse.
Here are some of those tactics.
- Naming Ideas
- Participants in group discussions sometimes reference each other's contributions using the contributor's
name. This risks offending the contributor or others who believe the idea is theirs. Naming ideas is
Forthcoming issues of Point Lookout
- Coming October 17: Overt Belligerence in Meetings
- Some meetings lose their way in vain attempts to mollify a belligerent participant who simply will not be mollified. Here's one scenario that fits this pattern. Available here and by RSS on October 17.
- And on October 24: Conversation Irritants: I
- Conversations at work can be frustrating even when everyone tries to be polite, clear, and unambiguous. But some people actually try to be nasty, unclear, and ambiguous. Here's Part I of a small collection of their techniques. Available here and by RSS on October 24.
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- 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.