Meetings fill up a work day. There’s a meeting here and a meeting there. Then the day is almost done and we still have a lot of important work to be done.
With remote work being a part of our professional lives, video conferencing tools so easy to use (Zoom, Meet, Teams), and devices at our hands, we could be taking meetings from anywhere. An organized meeting with an agenda, meaningful audience engagement, and clear next steps is well worth it. However, many meetings fall off the mark and we end up just looking busy and not getting much work done. There’s a huge opportunity cost to meaningless and unproductive meetings when the team could be working on more productive and important tasks. A CBS News article stated that “Based on how much time workers said they spend in nonessential meetings as well as their salaries, the survey estimated that organizations employing 5,000 people waste around $100 million annually on unnecessary gatherings.”
What are the solution(s) then?
Meeting Purpose: Before setting up a meeting, asking ourselves is this meeting necessary, what’s the agenda, who is absolutely needed for this meeting, what can be the end result of this meeting etc. Being absolutely clear on these few questions can make a huge difference on how the meeting goes.
Meeting Audit: Once meetings have been on the calendar, conducting a meeting audit from time to time is important. A meeting audit will consist of reviewing whether this recurring meeting is still necessary, what can be changed, and if possible can the meeting be removed from the calendar completely.
Meeting Scalability: Often times, there could be meetings conflict where the same key individual(s) are needed in multiple meetings. Considering if the next individual in charge can attend the meeting instead, can the meeting be recorded, or can the video conferencing platform create an AI Summary of the meeting are some options to make better use of our time at work.
