Recently, I realized how much time I spend planning and sitting in meetings. I am not even sure if there is an alternative. My different roles seem to require me to participate in these meetings, whether I like it or not.
It isn’t that I do not like them – sitting around discussing, dreaming, and planning is something I enjoy. However, I am beginning to notice the number of unproductive meetings I am not only a part of but also lead. Meetings with no outcome that only results in another meeting being scheduled are too familiar.
I have also realized my inability to affect any change in whether meetings occur. I may have influence over my team and how we operate meetings, but I still need to respond to the requests of others. Meetings are just a part of life.
We can ask three questions at the end of every meeting, whether we lead it or a part of it, to ensure the time is adequate:
Question 1: What decisions have we made?
I recall a recent meeting where we had significant discussions, brilliant, innovative ideas were generated, and challenges were overcome with creative debate. However, after the meeting concluded, it was unclear whether any decisions had been made and what the next steps were.
We often fail to summarize at the end of meetings and reinforce decisions made and who will action them. Asking a simple question can help ensure the time spent was productive and move the conversation forward.
Question 2: Who is impacted by our decisions?
One aspect that can make or break a team is the communication that occurs. This situation is highlighted and can become an issue if decisions and actions are made and not everyone is informed. Sending out minutes, recordings, and notes taken during the meeting is sometimes insufficient in communicating with those absent.
If we want our meetings to be effective and not waste time, it is essential to communicate to everyone impacted by those meetings’ outcomes. I have found that doing this properly actually means we have fewer meetings. So, posing the question, “Who is impacted by the decisions we have made, and therefore, who do we need to engage with before it becomes a problem?” can save us from additional meetings in the future.
Question 3: Who will inform them?
We can quickly walk away having made decisions and even understanding our effect on people but forgetting to inform them.
It can often be the classic case of everyone else in the team expecting someone to inform the people who need to know.
Please don’t leave the question unanswered, and don’t leave it as an assumption that somebody will do it. If we have determined the decisions, actions, and the people affected, let’s inform them.
