| One of the biggest wastes of precious time is meetings. Yes, I know that meetings are vital to ensuring progress of planned goals and objectives. But I also know - and have witnessed - that most meetings could easily have been more effective and productive had they adhered to my meeting mandates.
1. Start the meeting on time. Because if you wait for the late arrivers I believe you’re disrespecting those who were prompt. And it sets an ugly time-wasting precedent for future meetings. I clearly communicate with any tardy attendees upon their arrival that my meetings always start promptly on time. And I don’t rewind the meeting and review information that they’ve missed. I adhere to the saying: You teach people how to treat you.
2. No meeting should last longer than 90 minutes. In all of my business endeavors, I never have allowed a meeting to last more than 90 minutes. It was a hard and fast 90-minute rule, and you could schedule your watch accordingly – which in itself is a vital time management strategy. Because if in 90 minutes we couldn’t entertain concerns, questions, suggestions, directions, and directives on the matters at hand, then we were not doing our job properly. Plus, I knew that I would fade out and start to fantasize and daydream around the 90-minute mark, and my notes would magically transform into doodles. I didn’t learn until much later that my effective meeting planning was timed coincidently with my body’s internal housekeeping via the psycho-biological ultradian rhythm. (See: Freakin Fitness)
3. Define the objectives for the meeting and create an agenda. Deliver this important data to all attendees in advance so they can properly plan and prepare their thoughts and remarks. And you can allocate a time allotment for each agenda item to ensure long-winded attendees don’t misuse the meeting time.
4. Stay focused. Use the time-sensitive agenda as a GPS navigator to prevent discussions from veering off course and to ensure the meeting ends on time. It’s vital to maintain the focus and direction of the meeting toward the stated objectives. Otherwise, attendees who love the sound of their voice or those who feel obliged to contribute can easily convert a simple response into a belabored story.
5. Create an action plan. Once decisions are made and tasks are allocated, set agreed upon deadlines, and record minutes for follow up. Too many meetings become a waste of time because directives are not issued or attendees depart without a clearly communicated action plan. Never assume. Always summarize the meeting by reviewing the action plan describing everyone’s role, their specific action items (next steps), and deadlines.
6. End the meeting on time!
-- PC
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