Meetings: How Not to Turn Them into a Timesuck.

Current Mood: Meh.

Current Song: Hold on by Tom Waits.

I really dislike meetings. For those of you who know me well enough, you’ll know I’m a big advocate of online work. At the end of it, it might look like I hate people. But I don’t (really). I just think we become terribly unproductive in hoards. It also really diffuses responsibility if people aren’t assigned tasks and it turns into a vicious cycle of “It wasn’t my job.” Not a big fan. In my few years of being on various boards and committees and ad hoc type organisations, I have realised that meetings can be productive with a set of decent guidelines, and a good chairperson to crack the whip when the group breaks out into a fits of giggles or disorientation. Here are my favourite guidelines:

1. Have an Agenda. Stick to said Agenda. I have been to meetings which start out much like a knitting party. The head tea-drinker says something along the lines of, “So, what shall we talk about today?” This is a meeting fail, right there. It is crucial to have an actual agenda to work from, and preferably one that’s sent ahead of time. There is always time for “other business” but have a plan. Not having one is like walking into a lecture with no pants on: Only few people will appreciate it, but the rest will lose respect for you.

2. Pick a Chairperson to usher everyone forward. If you’re in an intimate setting, with fellow colleagues whom you have known for a long time, it’s very easy to get side tracked and talk about other little projects. This is the proclivity of any group of people who have worked together for a long time. It’s important to pick someone to chair the meeting and keep everyone on task. And who knows, if you get through it fast enough, you may have time at the end to talk about your side projects, or kittens or lasagna or whatever.

3. Deliverables, Deliverables, Deliverables! At the end of a meeting, everyone should have something to do or to accomplish for the next meeting. I’ve been in situations where nothing was assigned to anyone and then at the next meeting everyone sat around looking at everyone else’s faces. Not productive. Assign things, follow up, and make sure it’s all getting done. Elsewise, you just wasted 2 hours of someone’s life that they won’t get back.

4. Respect the Speaker. I was once in a meeting where I was chairing, and one member (though a manager), would not shut up, even when everyone else has long since quietened down so I could begin. I’m all for respect in these situations. It doesn’t matter if the person you’re sitting beside is an intern or the CEO of the company; extend the same courtesy and respect to everyone who is speaking. If you’re a talker, be self-aware.

5. Be on Time. My major pet-peeve is people who are late. My choir conductor always used to say ” 5 minutes early is 10 minutes late.” Meaning, show up at least 15 minutes early. Unless you’re Elton John or the Pope, there is no reason you should be late for anything. If you’re one of those perpetually late folks, leave earlier than you would think so you can get there on time, and avoid the glowering that would ensue if you walk in when the meeting has already started. I’m generally at least 15 minutes early. The bonus is that I have time to gather my thoughts, make some notes, get a coffee, and answer some text messages before anyone gets there. It’s good me-time!

So there you are. On the road to productivity, and possibly hating people a little less. Happy meeting!

Got any other tips to share?