This week, I attended a meeting. A couple of people were running late. So, there was some general chit chat about bank holiday plans. One of the latecomers logged in and apologised for being late and forgot to mute themselves. They then launched into a very ‘spicy’ rant. (Paraphrasing here) They stated that they shouldn’t have been concerned with being late. In their opinion, the meeting was a waste of their time. (Inset colourful language, where you see fit.) I still have second hand embarrassment for them.
We have all attended meetings that should have been an email. Trapped in meetings that are going nowhere fast. No agenda, no clear actions, a rising sense of futility. The frustration is real and let’s be honest at times bring unexpected moments of second hand embarrassment.
This reminded me of a great blog post I read recently. In it, the author shared that they keep a polishing kit on their desk. They also keep a microfiber cloth to hand. When things go off track, they at least get something done. They manage to accomplish tasks even if the meeting contains large parts of irrelevant discussion points.
This struck a chord with me. We are all trying to make the most of our time. You might be reaching for the polishing kit. Perhaps you are replying discretely to emails in the middle of a meeting or jotting down your shopping list.
The Hidden Cost of a Bad Meeting
Meetings are a double edged sword. Yes they can be valuable, collaboration is key. But done badly, either poorly run or unnecessary, they can cost more than just the time they take up.
They cost focus, momentum and add to the mental pile of clutter.
So What Can We Do?
You don’t have to sit through every invitation that lands in your inbox. A few small tweaks can make a huge difference.
- Only schedule meetings with a clear purpose of decision point.
- Set (and possibly share) a short agenda ahead of time.
- Block out 5-10 minutes after each meeting for actions. (Before you start the next thing)
- Don’t be afraid to say: “Can we do this by email instead?”
- If all else fails grab that polishing kit or microfiber cloth and make that keyboard sparkle
If You are Running the Meetings?
Make it count. The easiest way to make your meetings the best is to respect people’s time. Keep things focused. Make sure the participants know what’s next.
Plan ahead, keep the meeting on track and make sure any actions are followed up.
Above all, if you have something to say that you don’t want to share, check that mute button.
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