Meetings – Do You Really Need Them?
Meetings are a crucial aspect of any organisation, allowing leaders and teams to collaborate & make important decisions.
Meetings can also be a significant time sink, taking valuable time away from more important tasks.
It’s essential to question whether a meeting is truly needed before scheduling it.
Critical review the number of meetings you attend & the number of meetings you call.
Ask yourself the hard question: Do you really need a meeting?
Consider this key points when determining if a meeting is necessary.
1. What is the purpose of the meeting?
Without a clear purpose, a meeting is unlikely to be productive or effective. Be sure to clearly define the purpose, objectives, outcomes & outputs of the meeting or don’t hold or attend the meeting.
2. Who needs to be in attendance?
Consider who needs to be in attendance to achieve the purpose. Inviting ONLY who is needed.
3. Are there any alternative ways to achieve the same outcome?
Before scheduling a meeting, consider whether there are other ways to achieve the same outcome e.g., email, instant messaging, or video conferencing?
4. How much time will the meeting take?
Consider how much time the meeting will take and whether that time could be better spent on other tasks.
5. Are there any potential downsides to the meeting?
Disrupting workflow can cause frustration among team members. Can you afford it?
If you must progress with the meeting, it’s critical to set an agenda for the meeting & stick to it. Ensure that the meeting stays on track and focused on the main purpose with strict time limits.
The decision of whether to hold a meeting will vary depending on the specific situation.
Meetings are a valuable tool, but it’s crucial to question whether or not a meeting is truly necessary before scheduling it.
By taking the time to critically evaluate the need for a meeting, you can ensure that your staff’s time is being used effectively and efficiently.
Reasons why you don’t need a meeting!
- The issue can be resolved through email or phone.
- You don’t require direct input from a lot of people.
- You don’t need a collaborative, in-person discussion.
- You can address the issue with one person without any need for a meeting.
- The are no formal decisions to be made.
- The issue is better addressed through a series of smaller meetings.
- Time-sensitivity means you cannot wait until a meeting can be organized.
- The issue has already been discussed in previous meetings.
- Information can be addressed through a series of short, targeted emails.
- An online brainstorming session can suffice.
Creating Edge’s Meetings Course has a huge number of options to consider when planning & holding an amazing meeting – a great starting point for you. To learn more read here:
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