Warning! Meeting In Progress; May Be Hazardous To Your Career

There ought to be a sign posted on every closed office and conference room door that reads: Warning! Meeting In Progress! May Be Hazardous To Your Career.

Because most meetings burn up a lot of resources that could be spent on useful purposes. These sessions are either not necessary, or they are so poorly organized and conducted that they achieve only a fraction of their purpose.

You'd think any thing that dangerous would be drastically reduced if not eradicated. Not so, the number of meetings appears to be proliferating.

How Much Are Meetings Costing Your Company?

How much of a problem are meetings for you and your employer?

Is the time spent in meetings causing you to be late in turning out your work? Are you going in at night and on weekends to make up for time spent at meetings?

Are meetings worth what they are costing your company?

One company mounted a large digital meter in its conference room. The total cost per hour for each person (salary and benefits) attending a meeting was fed into a computer, which in turn, divided the sum into cost per minute. The device was activated when more than one person arrived for the meeting and was shut off when the last person left the room. The total dollar cost of the meeting was added up, minute by minute, on a screen for all to see. The number and length of meetings were soon sharply reduced.

You can make the same calculation for your firm with a scratch pad and pencil. I guarantee you will be surprised at the cost.

The Reasons Meetings Fall Short

Meetings fail or fall short of their objective for a variety of reasons.

The most frequent cause is that no one ? not even the chairman ? is in charge. This usually means a clear purpose for the meeting has not been established. An agenda has not been drawn. Participants can't prepare in advance. So there is a lot of wandering around.

The door is left wide open for discussion of any and everything, other than the matter at hand. This condition also allows the showboats to get their time on stage.

Some people may even prolong a meeting because they have nothing better to do. Meetings are often called to achieve something a meeting cannot accomplish, such as drafting a statement. Meeting may flop because participants have not done their homework.

What can you do to control the meeting beasts and make them yield better results for your organization?

First, don't hold a meeting unless it is absolutely necessary. It has been estimated that as much as one-third of the subject matter taken up at meetings is not appropriate for that venue and could have been handled by other means ? the telephone, e-mail or a stand-up discussion in the hallway.

Second, if a meeting is necessary, the chances for success are enhanced greatly by a good chairman, one who will be fair, yet relentlessly firm and fully in control of the proceedings. Contrary to popular belief, good meetings are not freewheeling exercises in utopian democracy. The best ones are run by benevolent dictators.

Five Steps To Successful Meetings

The truly effective chairman will take five steps to expedite the conference. He or she will:

1. Clearly state the purpose of the meeting and set a time limit; provide an agenda and clearly state the issue(s) to be discussed. This will be done in writing. In advance.

2. Be sure all points of view are given a respectful hearing, but firmly cut off discussions that stray from the purpose of the meeting or are out of sequence.

3. Ensure there is only one discussion going on at a time.

4. Make certain the meeting comes to some recognized conclusion, with "next steps" understood and agreed upon.

5. Send out minutes of the meeting within 24 hours. These minutes will record decisions made and assign follow-up duties.

It is a tall order to bring the meeting beast under control. It has been around and growing forever. But it is worth the effort in terms of cutting back on frayed nerves and energy taken away from more productive pursuits.

Ramon Greenwood is former senior vice president of American Express; a professional director for various businesses; a consultant; a published author of career related books and a syndicated column. Senior career counselor for http://www.CommonSenseAtWork.com

---

Look Good on Voice Mail

Your use of voice mail tells others a lot about... Read More

Developing Your Management Style

One thing a lot of us don't do in sales... Read More

Make Change Easy - Get Involved!

There are wild variances in how much involvement organisations are... Read More

A Checklist for Organized Executives

I could begin this article by providing a checklist of... Read More

Leaders Versus Cheerleaders

Everyone wants to describe themselves as a leader. Everyday, new... Read More

Building Trust in Your Business Relationships - 10 Steps

There are some simple things you can do with your... Read More

Recruitment - Do You Know What Youre Looking For?

The time will come when you'll need to interview someone... Read More

Transform Any Business into a Go-Getting Power House by Working SMART

Probably as well known as SWOT, SMART turns goals, objectives... Read More

Can Your Business Run Without You?

If you are a business owner or a business owner... Read More

Treat Employees Fairly, Car Wash Entrepreneur sets Industry Standards

I believe that whether corporations expense their stock options is... Read More

The Seven Cs: Partnership Danger Signs - Competitive, Not Complementary Action

A series of articles exploring the seven critical areas that... Read More

Follow Up: It Makes A Difference

A while back the headlight switch on our minivan quit... Read More

Learn How To Get The Most From Your Team

Being a leader isn't easy. Every one looks to you... Read More

People - You Cant Make Them What Theyre Not

Many business people and managers are spending too much time... Read More

Why Would Anyone Do That in My Meeting?

Imagine that you open a meeting by saying, "We need... Read More

Don?t Get Down ? Manage Up!

"Experience is not what happens to a man; it is... Read More

Performance Management Made Easy

Performance Management is a process that both employer and employee... Read More

Unveiling the Value of Your Expertise

All of us have knowledge, expertise, and experience that others... Read More

Delegation Obstructions

OBSTRUCTIONS: 1. Staff deficiencies. Lack of confidence in employees quite... Read More

One Thing You Cant Hide

One of the most important of all motivators at work... Read More

Smart Choices: How to Hire the Best

Your organization's continued growth and success depend on making smart... Read More

Eliminate Performance Anxiety Forever

You've had many years of training in your craft as... Read More

Goodwill is an Intangible Asset

'Goodwill' is regarded as an intangible asset in a business.... Read More

The 10 Realities of Change

I've seen several articles that begin with lines like "the... Read More

The 5 Things Great Managers Sense about their People, Every Day

Using all of your senses, to help you test how... Read More

Top 10 Things NOT To Tell Angel and VC Investors

I am not writing this to create a list of... Read More

Weaknesses of Wishing

When you're starting a business, you might wish for a... Read More

Managing Rebellious Employees

Surveys of executives reveal that many companies fall short of... Read More

Using the Six-Sigma Methodology to Improve Wafer Fab Productivity

As a result of consolidation of operations and significantly increased... Read More

Group Decision Making : Are the Decisions Really Made by the Group?

GROUP DECISION-MAKING: Many managers feel they are well-versed in areas... Read More

Innovation Management: Radical Innovation

Creativity can be defined as problem identification and idea generation... Read More

Getting Your Employees Attention Back to Work

It is 9:00 am on a Monday morning. Do you... Read More

Managing Dickheads

"We are so different and individualistic that we can't work... Read More