Meetings and energy

A clever picture indeed!  And it encapsulates just what so many people think of meetings.  But if you control the meetings from start to finish, have clearly defined aims and keep control with an agenda, and clearly defined rules of contribution, then the potential is huge.

One of the great advantages is the possibility of generating an energy that simply wouldn’t happened if you just exchanged emails.  You can get excited and positive by email, but a meeting adds the body language and facial expression, as well as the opportunity for quick and excited interaction.

Add the generation of energy to the planned outcomes of your next meeting.

Meetings as reporting systems

More in the series of Is this meeting absolutely necessary?

One way to decide is to look at the aspect of reporting.

Many meetings are simply that – a vehicle for presenting reports.  Can the outcomes of these presentations be achieved more efficiently and effectively in other ways?

If the  outcome is simply a piece of information changing hands, then consider a face-to-face or email handover.  This allows time for the recipient of the report to read the report and digest it.  It allows for private feedback.  It takes less time to do and to organise.

The outcome, however, may be to share the results with a team.  Yes it could be emailed.  Will everyone read it?

Do you want discussion of the report, and perhaps an evaluation of goals and performance?

Do you want a brain storming session to be triggered by the report.

Do you want the opportunity for presentation styles that could enhance the report?  Facial expressions and well-designed powerpoints can give more impact than a written document.

Are there other forms of comunication that can achieve the outcomes you want from your reporting?

So in order to decide  whether a meeting is absolutely necessary, consider the outcomes you want for your reporting, and whether a meeting is the best way to achieve those outcomes.

What are the alternatives to having a meeting?

Are there other, more efficient and/or effective ways to have the meeting rather than face-to-face or in-person? Look at the various communication technologies and systems that you have and weigh up the advantages and disadvantages of each of these compared with an in-person meeting.

4 reasons why meetings should work

because if they don’t work …

◊ They waste time you could be spending on something more
productive/enjoyable.
◊ They waste company funds
◊ They create frustration which is bad in itself, but also creates a negative
image of your meetings and of you/your organisation
◊ Information and processes are not managed efficiently

What else …. ??

Decide: Is this meeting necessary?

Before you hold your meeting, ask:
Are there other ways to have the meeting rather than face-to-face or inperson?
Look at the various communication technologies and systems that you have and weigh up the advantages and disadvantages of each of these compared with an in-person meeting.

If we are to avoid time-wasting meetings, then it may be possible to avoid the meeting altogether.