How to Decide if a Meeting is Necessary
Have you ever had a day when you felt like you didn’t accomplish any work because you spent the whole day in meetings? According to Doodle’s 2019 State of Meetings report, the cost of poorly organized meetings in 2019 will reach $399 billion in the U.S. Before you add something else to your co-workers’ calendars, take a moment to think it through and make sure it’s a valuable use of everyone’s time.
Here are four questions to ask yourself to help determine if you need that meeting.
- Does the meeting have a clear goal?
First and foremost, every meeting should have a clear goal for what will come out of it. Once it’s established, you will have a better idea if a meeting is the best way to accomplish what’s needed. If you’re looking for ideas, discussion and collaboration between team members before making decisions or launching plans and campaigns, go ahead and book that meeting. However, scheduling a meeting for feedback, deliverables from team members or to delegate tasks is an inefficient use of everyone’s time. The same outcome could be achieved via one-on-one conversations or email.
- Is the matter urgent or time-sensitive?
First, inform necessary parties via immediate communication methods, such as chat or email. From there you can determine if an additional sit-down meeting is necessary. If the issue requires input or advisement from other team members, a meeting at this point is necessary.
- Are we meeting about a project that has not been discussed or kicked off yet?
It’s important to dedicate time to getting everyone into a room, getting on the same page, and talking through responsibilities, deliverables and deadlines needed from the group in order to get an initiative off the ground. On the other hand, if the project has already been kicked off in a prior meeting, consider rotating between bi-weekly status report meetings and virtual check-ins on progress.
- Is this meeting the most valuable use of everyone’s time?
Bottom line, a meeting takes team members away from work they could otherwise be doing. Therefore, you should only use their time to discuss something that is going to have real impact to your work or organization. Work through these quick questions before sending out your next meeting invite, and you’ll only have productive meetings that yield real results.
Mornings are overwhelmingly the best time to hold a meeting – with 70% of professionals preferring meetings between 8am and 12pm.
-Doodle 2019 State of Meetings Report
Check out the most recent posts
Women in Leadership Roles Foster Innovation, Engagement
The theme of International Women’s Day 2023 (March 8) is “Embrace Equity,” which calls on everyone to celebrate the achievement of women, raise awareness about discrimination and take action to drive gender parity.
The Do’s and Don’ts of Recycling Like a Pro
Recycling is beneficial for our communities and planet for a number of reasons. Not only does it save energy and resources, but it also reduces landfills and pollution and creates jobs.
How to Thrive at Work Through the Gloomiest Time of the Year
In many areas, January and February are the gloomiest times of the year as low temperatures, intermittent storms, seasonal illnesses, and post-holiday blues all take hold.
Four Procurement Trends to Keep Top-of-Mind in 2023
Almost three years after the onset of the pandemic, supply chains may have recovered from early pandemic hurdles, but new challenges and trends have emerged as the economy changed.
Top selling claim measured by NPD Group, a global leader in market research and customer insight; Total Boise Paper brand revenue from January 2014 – November 2017