Inefficient Meetings are a Killer … Start a Cultural Change now

If I were you, my immediate reaction to the title of this newsletter would be “oh no, not another cultural change”! … but maybe the second thought is “oh yes, we definitely cannot continue to have meetings with often wrong and too many participants, sometimes without agenda and appropriate preparation, often without proper follow up and even a summary with action points”.

?Let us be reminded of the following quote from an article within Harvard Business Review:

“We surveyed?182?senior managers in a range of industries:?

65%?said meetings keep them from completing their own work.?

71%?said meetings are unproductive and inefficient.?

64%?said meetings come at the expense of deep thinking.?

62%?said meetings miss opportunities to bring the team closer together.”

(https://hbr.org/2017/07/stop-the-meeting-madness )

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This is not theory; this is what many of you experience every week in different organisations and different roles throughout your professional life.

My advice to companies, who might share my view and see room for improvement:

• send a “checklist for preparing, conducting, and following up on meetings to ensure your success” to all employees of the company with the request to follow these recommendations.
• start following the recommendations on the highest levels of the company and communicate some achievements following the distribution of the checklist on a regular basis until the checklist is part of your company culture.
• do not create any obligations in the context of proving adherence to the checklist increasing bureaucracy and creating a rather defensive attitude.

Cultural change always builds on learning, doing and experiencing success.

It is rather important to explain to everybody in the company that in today’s fast-paced business environment, meetings are a crucial tool for collaboration, decision-making, and driving projects forward. However, poorly organized meetings can lead to inefficiencies, a loss of motivation among team members, and, ultimately, a failure to achieve critical business targets. To combat these issues, it’s essential for companies to commit their employees to follow a structured checklist for preparing, conducting, and following up on meetings.

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The High Cost of Inefficiency

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Inefficient meetings are more than just a time drain—they can have serious consequences for the entire organization. Without a clear agenda, meetings can easily go off track, leading to prolonged discussions that fail to resolve key issues. Participants leave confused, with no clear action items, and crucial decisions are delayed.

According to a study by Atlassian, the average employee attends 62 meetings per month, with half of them deemed unproductive. The ripple effect of such inefficiency can cripple productivity and lead to missed deadlines.

?As Peter Drucker famously said, “Time is the scarcest resource, and unless it is managed, nothing else can be managed.” Unstructured meetings squander this precious resource, leading to a cascade of inefficiencies that can derail even the most promising projects.

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The Erosion of Motivation

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Beyond inefficiency, poorly managed meetings can erode team morale. When meetings lack direction and fail to achieve their objectives, employees can feel that their time and input are undervalued. This leads to disengagement and a decline in motivation, which are poison to any collaborative effort. Over time, this can result in higher turnover rates, as employees seek out workplaces where their time and contributions are respected.

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“Nothing kills productivity faster than a bad meeting,” observes Patrick Lencioni, a renowned business author and consultant. “If you don’t prioritize clarity and structure in meetings, you risk demotivating your best people.”By adhering to a well-structured checklist, companies can ensure that every meeting is purposeful and energizing, helping to maintain high levels of employee engagement.

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Failing to Hit Targets

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The ultimate consequence of ineffective meetings is the failure to achieve business targets. When meetings don’t lead to clear decisions and actionable outcomes, projects stall, and goals are missed. This isn’t just about small delays—consistent failures in meeting management can compound over time, leading to significant setbacks in strategic initiatives. For companies operating in competitive markets, these setbacks can result in lost revenue, reduced market share, and a damaged reputation.

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The Solution: A Structured Meeting Checklist

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To avoid these pitfalls, companies must implement and enforce a structured checklist for meetings. This checklist should cover all stages of the meeting process—from pre-meeting preparation to post-meeting follow-up. Here’s why committing to this checklist is non-negotiable:

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Efficiency: A clear agenda and defined objectives ensure that meetings stay on track and are productive.

Engagement: Properly facilitated meetings where everyone’s contributions are valued help maintain motivation and morale.

Achievement: By summarising key decisions and assigning actionable tasks, meetings drive projects forward and help the company meet its targets.

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In conclusion, committing to a structured meeting checklist is not just a best practice—it’s essential for the success of your business. By ensuring that every meeting is efficient, engaging, and results-oriented, companies can protect their most valuable resources: time, talent, and opportunity.

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Let’s make every meeting count.

Example of Checklist:

Prior to the Meeting

1. Define Purpose and Objectives

? Clearly state the purpose of the meeting.

? Set specific, measurable objectives that need to be achieved.

2. Select and Invite Participants

? Identify and invite only essential participants.

? Assign roles (e.g., facilitator, note-taker) if needed.

3. Prepare the Agenda

? Create a detailed agenda with time allocations for each topic.

? Include any pre-reading materials or data that participants need to review.

? Distribute the agenda and materials well in advance (at least 24-48 hours).

4. Communicate Expectations

? Clearly communicate the expectations to participants, including preparation tasks.

? Confirm attendance and remind participants of the meeting’s objectives and time.

During the Meeting

1. Start on Time

? Begin the meeting promptly to set a professional tone.

? Briefly review the agenda and objectives at the start.

2. Facilitate Active Participation

? Encourage all participants to contribute and share their views.

? Keep the discussion focused on the agenda topics.

3. Ensure Clarity and Understanding

? Summarize key points after each agenda item.

? Ensure everyone understands their responsibilities and action items.

4. Manage Challenges and Conflicts

? Address any challenges or conflicts that arise constructively.

? Keep the discussion solution-focused and avoid dwelling on problems.

5. Summarize and Confirm

? Recap key decisions and action items at the end of the meeting.

? Ensure that everyone is clear on their next steps and deadlines.

After the Meeting

1. Distribute Meeting Minutes

? Send out the meeting minutes or a summary of key points, decisions, and action items within 24 hours.

? Ensure the minutes are clear, concise, and include deadlines for action items.

2. Follow Up on Action Items

? Check in with participants on their progress with assigned tasks.

? Provide support or resources if needed to help them complete their tasks.

3. Evaluate the Meeting

? Reflect on the meeting’s effectiveness in achieving its objectives.

? Gather feedback from participants to identify areas for improvement.

4. Recognize and Encourage

? Acknowledge the contributions of participants.

? Send a thank-you note or verbal acknowledgment to key contributors.

? Highlight progress on action items in future communications to sustain motivation.

5. Plan for Next Steps

? Use the outcomes of the meeting to plan the next steps, whether that involves scheduling follow-up meetings or beginning the implementation of decisions made.

? Ensure that there is a clear link between this meeting’s outcomes and ongoing projects or goals.