Is Your Meeting a Bunch of Quacking?

Does this picture represent the last meeting you attended?

You know how it goes.

Everyone shows up. There is a lot of quacking.

People stream in late. There is no organization.

After a bunch of chaos, everyone streams off in different directions.

Do ducks have more effective meetings than your company?

Are Your Meetings Just a Bunch of Quacking?

Do you sometimes feel that your meetings are not much more organized than the ducks quacking in the parking lot?

Meetings are often cited as the #1 time waster in the workplace. People across the world are locked in meetings that are disorganized, chaotic, and a waste of time.

Most businesses dramatically underestimate the impact of these disorganized meetings.

They don’t just waste time. They cost money.

This point seems to elude many organizations.

I find it ironic when managers are given financial approval authority for only a few hundred dollars, yet they are allowed to call endless meetings that cost the company thousands?

Additionally, there is much collateral damage ranging from employee morale to company deliverables.

For something so critical to company productivity, it is surprising that most organizations do not have discipline and structure in this area.

Getting Your Ducks in a Row

So, how do you get your ducks organized?

How do you have more effective meetings?

Here are some of the common meeting pitfalls and how to address them…

12 Ways to Get Your Meeting Ducks in a Row

1. No Advance Materials – Ever go to a meeting that consisted of the participants sitting around a table “reading” the documents that were not sent out in advance? Ensure materials are provided far enough in advance that people can read them before the meeting.
2. Last Minute Changes – You have seen this drill. Meeting updates are sent out mere minutes before the start time. Chaos ensues. Location changes. Dial-in information that was not provided. Double check that all pertinent meeting details are provided in the original meeting request.
3. Without a Purpose – Ever been to a meeting without a purpose? Why even have a meeting? Many meetings should be conversations between a 2-3 people instead of a team get-together.
4. No Agenda – Without a plan or agenda, your meeting is destined to bounce from random topic to topic. Require agendas to be published so that attendees can be ready for the issues.
5. The Not Needed Meeting – But, it’s on the calendar! It’s a recurring meeting! However, if it is not needed, cancel it! I am amazed how many meetings happen simply because someone threw it on the calendar. Since that time things have changed, but no one bothers to cancel the meeting.
6. Last Minute Meeting Requests – The other day I got a meeting request less than 30 minutes before the proposed time. (Via email!) Unless something is on fire, respect other people’s time and calendars. Schedule meetings with adequate notice. Two days notice for a standard meeting is a good thumb-rule.
7. The Wrong People – Inviting people who are not involved only complicates the discussion. Either the meeting will be hijacked by other topics or the extra attendees will just be hanging out. Invite only the people directly needed.
8. Too Many People – More people = more quacking. The most productive meetings have the minimal participants necessary. Pare down your attendee list.
9. Wrong Place – People often overlook the meeting location. Sometimes it makes all the difference in whether a meeting is productive or not. Choose a location that makes the most sense for the group, the work being done, and the amount of space needed.
10. Wrong Time – Be smart about when you schedule that all important meeting. After lunch, too early, too late? Make sure you abide by what makes the most sense in your workplace.
11. No Notes or Action Items– If a meeting ends and there are no notes or action items, it is like the meeting never happened! Everyone just walks away. It is as if there was a weird time warp that trapped everyone in a room, but nothing came out of it.  Require notes to be taken and posted promptly. Document action items and the person responsible for each.
12. Decisions Are Not Made – Once the quacking starts, people often forget why they are meeting in the first place. What happens? The meeting adjourns and nothing has been decided. Then a followup meeting is scheduled to discuss the meeting they just had! Have the discipline not to end meetings until key decisions are made.

Less Quacking, More Organization

The next time your meeting seems to be going to the ducks, try bringing some structure, advanced planning, and discipline to the situation.

Otherwise your meetings may not be productive, even though the quacking may be entertaining.

How do you keep your meetings organized?