“If you had to sum up, in a single term, the reason why humankind hasn’t fully realized, and likely never will realize, its complete capabilities, that term would be ‘meetings.’” —Dave Barry
This statement from the Pulitzer Prize-winning columnist and writer is remarkably accurate. An Otter.ai study surveying over 600 workers across 20 sectors revealed that, “on average, employees attend 17.7 meetings (totaling 18 hours) weekly,” with these figures climbing as the “level of management and number of direct reports grow.” Additionally, non-management employees indicated that only 11.9 hours of these meetings were crucial, leaving nearly six hours of unproductive meeting time that could have been utilized more effectively.
The economic impact of unproductive meetings is staggering. The same survey by Otter.ai indicated that “for a company of 100 employees, eliminating superfluous meetings could mean saving nearly $2.5 million each year, with savings for a 5,000-person company exceeding $100 million.”
Guidelines for Enhanced Meeting Productivity
Meetings can spark creativity, provide clarity, and drive action. But how can business leaders and managers shift away from the notorious time drain? Adhere to these guidelines for more effective meetings.
1. Don’t hesitate to decline.
The primary issue with meetings is their sheer volume, notes Kathleen Allen, a specialist in entrepreneurship and Professor Emerita of Clinical Entrepreneurship at the Marshall School of Business at the University of Southern California. “Many leaders do it for appearance’s sake,” she explains. If the purpose is simply for individuals to update their activities, consider having them submit a memo instead.
2. Keep an eye on the time.
A significant time sink involves waiting for people to show up. Some executives promote punctuality by scheduling meetings at unusual times, such as 8:47 a.m. Establish a time limit (ideally no longer than an hour) and adhere to it, even if not every agenda item is covered. Avoid wasting time summarizing previous discussions for latecomers.
Paul Tronsor, who serves as the vice president of global network planning and business analytics at FedEx, emphasizes the importance of daily operations meetings to assess the previous day’s business effectiveness and promote continuous improvement.
As one of the leading package delivery services in the United States, FedEx’s meetings include a recap of overnight performance, with key representatives from various regions reporting their status with urgency. These meetings are time-bound, brisk, and action-focused.
Brian Scudamore, founder and CEO of 1-800-GOT-JUNK?—part of O2E Brands—emphasizes the significance of efficiency during meetings.
“Each day our staff is engaged in franchise negotiations, customer job bookings, and media relations,” Scudamore states. “We operate in a fast-paced, high-energy environment. To stay ahead, we must manage our time effectively, scheduling meetings for a half hour, 15 minutes, or even just five minutes as needed.”
“Considering the aggregate time professionals spend in meetings—whether in sales, strategy sessions, or urgent discussions—the proportion devoted to meetings can be overwhelming. Managing time effectively is essential. Conducting meetings with clear start and end times is critical.”
3. Establish a clear agenda and objectives for effective meetings.
A vital guideline to prevent meetings-for-meetings’-sake mentality is to define objectives in advance, Allen advises. Create an agenda and stick to it.
FedEx employs strategies such as checklists, audio/visual aids for better communication, and a “post-game” approach, where unresolved issues during the meeting are assigned action items with deadlines.
Both FedEx and 1-800-GOT-JUNK prioritize setting clear objectives for meetings. Clearly communicate the meeting’s nature to participants beforehand. Is it a reporting session? A brainstorming event? A problem-solving discussion? Offer context and objectives beyond just meeting times. Ensure that regularly scheduled gatherings have well-defined aims. By following a plan for effective and productive meetings, participants will begin to view meetings as an opportunity for meaningful progress.
Preparation and effective communication can significantly impact the success of a meeting. Utilize an agenda, outline, or action plan for each gathering. An agenda helps maintain focus and serves as a useful reference point.
“It’s the responsibility of the meeting facilitator to determine what should be accomplished prior to the meeting so that time spent there is productive,” Scudamore notes. “The facilitator should also prepare participants by conveying the meeting’s objectives and expectations.”
4. Curate the invitation list for better meeting productivity.
Steve Jobs was known for dismissing individuals from meetings if their presence was deemed unnecessary. Attending a meeting shouldn’t imply a status symbol, as productivity hinges on inviting only those who genuinely need to contribute to resolving an issue.
Another key guideline is that participants should be active contributors, problem-solvers, and decision-makers. “One thing we’ve done is evaluate who genuinely needs to attend meetings,” Scudamore mentions. “Is it worth taking up this person’s time if their attendance isn’t crucial?”
Greg Smith, a consultant in the software industry, notes that when speed is crucial, bringing in more participants may help expedite a project. However, typically, fewer attendees are preferable. “Five individuals can often get us 90% of the way there,” he observes. “We aim to find a balance where we can achieve progress with the minimal number of people to avoid wasting time and resources.”
5. Create a sense of discomfort in meetings.
Smith advocates for agile project management practices, a common approach in software development firms. A fundamental aspect is the daily scrum or standup, effectively a meeting without chairs. He suggests that standing encourages brevity (ideally not exceeding 15 minutes) and keeps discussions focused.
If the meeting lacks focus from the outset, merely removing chairs may prove ineffective. However, there are alternative strategies for making meetings more productive.
6. Transform a meeting into exercise.
Thought leader Nilofer Merchant gained attention in 2013 with her TED Talk promoting the benefits of walking meetings. “Sitting is the new smoking,” Merchant asserts, and her book The New How explores collaborative strategies for improved business results.
Rather than compromising her well-being for her career, she embraced walking 20 to 30 miles weekly while engaging in business discussions. “There’s something remarkable about stepping outside the confines of the office that leads to innovative thinking,” she observes.
While walk-and-talk meetings may not be suitable for large corporate gatherings, Allen believes that stepping outside the office for a mini-retreat can be beneficial. “If it suits the group and fosters better communication, why not?” she proposes.
7. Imagine an improved and more productive meeting.
Utilizing a whiteboard can facilitate idea expression and maintain meeting focus, Allen suggests. “In my ideal meeting space, every wall would be a whiteboard.”
8. Embrace advanced video conferencing technology.
Once viewed solely as a means to reduce travel costs, video conferencing has become essential for business communication, according to Proofpoint CEO Ashan Willy.
Previously characterized by disembodied voices emanating from futuristic devices on conference tables, modern video technology allows remote participants to engage actively in meetings, regardless of distance. “The technology we employ can actually recognize a person’s voice and movements, zooming in on their facial expressions,” Willy explains. “This allows remote participants to feel integrated into the meeting.”
9. Lead the meeting effectively.
The meeting leader should strive to ensure that everyone has a voice, that no one monopolizes the discussion, and that prolonged side conversations are avoided. Assign a respected individual to oversee the meeting. It can sometimes be more beneficial to promote individual updates rather than concentrate solely on group discussions.
10. Achievements create a positive cycle.
A meeting gains little value without tangible results. “Follow-ups are essential as they lead to the outcomes of each meeting,” Scudamore states. “We ask, ‘Who will do what by when?’ and ensure that accountability is assigned to every participant.”
By adhering to these guidelines and achieving objectives, you can establish a productive atmosphere for subsequent meetings. “If you consistently produce positive outcomes, participants will be more inclined to engage in your meetings,” Willy concludes.
