Are Your Staff Meetings a Waste of Time? - by Larry Wenger

Meetings have a terrible reputation.  Lots of talk and no action.  The "real" issues are never discussed.    There is very little discussion if the boss is in the room.  There's always the elephant...something that everyone knows about but that no one wants to discuss.

The problem is that at the very beginning, before the meeting ever began, the purpose of the meeting was not clear.  There was not an agenda and those who would be in attendance had very little input into the planning process.    So, it should be no surprise that when someone even hints that there may be a new meeting coming soon, the response is, "oh no, not another meeting."

But it's not how many meetings you have or how long they are, the issue is do they get the job done; are they productive?  Is the cost of the staff time for those in attendance outweighed by the value of decisions that were made;  do those decisions make the organization more effective and efficient.

Meetings are essential.  None of us can accomplish all that needs to be done by ourselves, so we have to get together with others and collaborate...figure out the best way to get things done.  Why do we resist them so?   Most of us are pretty social...we like being with people and enjoy a cooperative effort.  In meetings is where we should be the most productive.   From that perspective, time spent alone in our offices may represent a real waste.

So what can we do to make sure that our meetings are productive, interesting and even enjoyable.  Here are several suggestions that perhaps you have not previously considered.

1.  Introduce variety and physical activity into our meetings.  Bring toys:  nerd balls; play-doh; paper airplanes.   These are great sources of relaxation and move everyone's mood in a positive direction.
2.  Invite guest speakers.  Could be an outside "expert" or simply another employee who does not normally attend.  Listen carefully to their perspective on issues.
3.  Have walking meetings in your neighborhood.  Tell those you meet about your organization.  The physical activity also keeps the mind alert.
4.  Meet in a different location or arrange the seating differently.
5.  Allow 5-10 minutes at the beginning for "small talk";  things that people need/want to say before you get down to business.
6.  Acknowledge hard work done by team members.  Recognize their individual skills.  Make sure everyone has input.  Build trust so that people are open and honest in their communication.
7.  Subject the meeting to a CQI process.  Make sure that the effectiveness of your meetings is increasing.   Make sure that everyone accepts responsibility for having a good meeting.  Yes, strong facilitation is needed but everyone can and should identify problem areas as well as affirm positive group performance.

Now go and have a great meeting!  Comments anyone?