Nowadays, we have an excess of information and tend to go too fast. To compensate, we have many reasons to try to focus on what is relevant. Which will really contribute to us, filtering and discarding any activity that makes us waste our time. A clear example is offered by unproductive and dispensable meetings. Therefore, we need to focus on how to hold effective meetings.
If we are keen to be informed, it is easy to see the proliferation of unnecessary meetings. And the low effectiveness of some high-level meetings. In which there is always the option of calling another meeting. Just to remain on the same point.
Those in which no agreement is reached, without this implying a responsibility for not making decisions. There are no major consequences for making mistakes either. Besides, the cost of implementing the wrong programs or actions is non-existent. In fact, in the best of cases, it is usually delayed in time, at least until the next election.
At this point, it is obvious that I am referring to an excessive number of meetings between politicians and government officials. From any level of the State Administration. From a small town-hall to the European Union, the UN, or any other international organization.
But let us descend to ground level. Turning our attention to a field that is normally much more productive. Precisely, the environment inhabited by workers, employees, executives, and managers. Both in the public and private spheres. Those who maintain the structures and finance their operation. Belonging to any industry or sector. Those who directly suffer the consequences of the inadequate management of politicians and rulers. In principle, they do not have as many opportunities to do things correctly. In general, they cannot afford it.
Obviously, there is an enormous multiplicity and quite diverse types of meetings. Also, they can be classified or ordered from various perspectives. For example, one dedicated to the management of consulting projects does not seem to have much to do with one held to analyze the corporate structure optimization of a group of companies. Therefore, we will try to find some common aspects to all of them.
As a preliminary step, it is necessary to dedicate some time before arranging a meeting. The person who has the idea of holding it and summons it directly or indirectly. With the idea of seeking and achieving the highest possible degree of effectiveness. The following aspects should at least be considered:
– who is going to meet,
– where it is going to be held,
– when you are going to start,
– how much time you are dedicating to it,
– which matters are to be dealt with,
– why is it summoned and,
– what for is being held.
During the meeting, we will have to reach a conclusion on each of the issues discussed. We will have to adopt specific agreements. Ideally, these should be translated into concrete actions to be conducted, with a person in charge and a deadline for execution.
Subsequently, a follow-up mechanism should be established to monitor the status of the agreements adopted. To guarantee their implementation and the achievement of results.
It is highly recommended to carefully plan each of the meetings to be held. Determine the usefulness and necessity of dedicating valuable time to one or several issues. The opportunity to set the date at a time that least affects the work or processes in progress. Select the most suitable attendees who have prepared the issues to be discussed. That they are aware and have sufficient knowledge of the relevant details. In my opinion, it is a mistake to skip meticulous planning for any meeting. Just as we use planning to optimize corporate performance.
Otherwise, we run the risk of each meeting becoming an updated version of the last. Just as has been happening with some classic movies. They are being reshot, with adaptations or updates. But none of them manages to improve on the original version. And, in addition, we must always keep in mind that it is not enough to just say it, we must also do it.
Our goal should be to find ways to hold effective meetings. Be pragmatic and spend as little time as necessary. If we want to move the business forward, the sooner we get back to work, the better for all parties involved.
