Declutter Your Diary: 7 Strategies to Revolutionize Your Meeting Culture
Time is our most valuable resource. Once we’ve spent it, it’s gone forever. Over the course of my career, I’ve sat through my fair share of meetings unnecessary or overly long meetings. It feels like the problem has become even worse since the move to online collaboration over the past few years. That’s why I’d like to share these seven tips for getting most of your meetings and freeing up your time.
1. Every Meeting Must Have an Agenda
Ensure that there is a clear agenda in place before agreeing to attend any meeting. Without one, meetings tend to devolve into unproductive conversations and tangents. If you find yourself invited to a meeting without an agenda, don’t hesitate to ask for one or even suggest creating one if necessary.
2. Make Sure it’s a Meeting and Not a Forum
Keep the list of attendees as small as possible. A general rule of thumb is to aim for no more than 15 attendees. Larger recurring meetings can quickly become forums for rehashing the same issues week after week, leading to a waste of valuable time and little progress made. If invited to a meeting with a larger number of attendees consider declining the invite.
3. Ensure that there are Decision Makers in Attendance
Confirm that attendees have the authority to make decisions or take action on the topics being discussed. If a key decision-maker cannot make it to the meeting, consider rescheduling or, if possible, utilising their input through a written summary or proxy. This will help maintain momentum and prevent the need for redundant follow-up meetings.
4. Prepare Meeting Minutes Before the Meeting
Preparing meeting minutes in advance is extremely beneficial when you’re in charge of a meeting. By reviewing open actions, updating them, and incorporating new discussion points, you’ll streamline the process, resulting in a significant reduction in meeting time.
5.Avoid Group Document Reviews
Group document reviews can be significant time drains. Instead, request that stakeholders review documents individually and provide feedback via email. After consolidating comments, you can call a meeting if necessary to address contentious issues. This method ensures that everyone’s input is considered and integrated efficiently.
6. Minimise the Number of Team Members in the Same Meeting
With the exception of team meetings, strive to minimise the number of team members present. Not everyone needs to be there in person; a single attendee can generally provide a comprehensive update for the rest of the team later on. This will save a significant amount of time for the overall team which can be spent advancing your projects goals.
7. Regularly Question the Need for your Attendance at Recurring Meetings
Reconsider whether you need to attend those weekly meetings. If you find that you have nothing to contribute, don’t hesitate to politely decline the invitation. Relying on meeting minutes or a follow-up summary from a colleague can provide the information you need without taking up your valuable time.
Meetings are an essential part of our professional lives, but by incorporating these seven tips, you’ll likely find your attending less meetings and the meetings you are attending have become more focused, productive, and efficient.
