Mastering the Art of Escaping Unnecessary Meetings

As professionals, we all know the feeling of being overloaded with meetings. It often feels like we are spending more time in meetings than actually getting work done. And there are times when it feels like we are taken hostage by others. However, not all meetings are created equal, and it's essential to know how to escape unnecessary ones and how to actually survive effectively those which are necessary. In this piece, I will provide you with some ideas to guide you on how to escape unnecessary meetings effectively and make the best out of those you attend and implement them within your team's routine.

Before any Meeting

The first step to escaping unnecessary meetings is to determine whether or not attendance is really necessary. Here are some tips for what to do before the meeting:

1. Review the agenda: Before accepting a meeting invitation, review the agenda to determine if it aligns with your goals and if you need to attend. If there is no agenda, for sure it is a trap. Always ask for the agenda.
2. Set goals: Identify what you hope to achieve or contribute to the meeting. This will help you determine if your attendance is necessary.
3. Prepare your materials: If you need to present or share information during the meeting, prepare any necessary materials in advance. Be aware of not take others captive. Be brief.
4. A meeting is not a conversation. The general purpose of a meeting is to make decisions. If the purpose of the meeting is to inform, try to see if there are any other ways to digest the information prior to the meeting. This will save everyone a lot of time.?Do not be afraid to ask organiser for clarifications.
5. Every time you show unprepared for a meeting, others will spend time during the meeting to get you up to date and if this is not happening, you will feel left out…
6. Ask yourself if your presence is really, really required.

During the Meeting

If you do attend the meeting, there are things you can do to ensure it is efficient and effective. Here are some tips for what to a team can do during a meeting to make it more efficient:

1. Have a defined agenda, roles ?n the meeting, start and end on time, keep ?n the room only the people needed for the others, make sure that there is an output with decisions, actions, people responsible and time frame.
2. Take your own notes: Take notes on key discussion points, decisions made, and any action items assigned.?
3. Participate actively: Engage in the meeting by asking questions, offering ideas, and providing feedback. If virtual, keep your camera on like ?n a normal meeting room.
4. Stay focused: Avoid distractions and stay focused on the meeting discussion. Don’t do mail or other stuff. It's much more energy consuming and you’ll increase your chances to have a nice headache.
5. Manage time: Ensure the meeting stays on track and is respectful of everyone's time. If there is no time keeper, volunteer to keep track of the time. Announce time for the subject, how much time has passed and the time left for the subject. This is the best way to protect your time.?
6. Have a facilitator. Make sure everyone's voice is heard and there are no others that monopolise the meeting.?
7. Push for decisions. Do not overthink or over discuss.
8. Follow up: Clarify any next steps or action items at the end of the meeting to ensure everyone is on the same page.
9. Have a clear list of next steps and follow up on your decisions.
10. Send the output with decisions and people responsible to all attendees and to all the people impacted by the decisions made ?n the meeting.

After the Meeting

After the meeting, it's essential to consolidate any action items and follow up with others if necessary. Here are some tips for what to do after the meeting:

1. Review notes: Review the notes you took during the meeting and consolidate any action items or follow-up tasks.
2. Follow up with participants: If you were assigned any action items or need to follow up with others after the meeting, do so in a timely manner.
3. Evaluate the meeting: Reflect on the meeting's effectiveness and identify any areas for improvement. Make notes on what you want to make different next time and share it with others. Make sure all participants are aware of the next steps or action items to ensure accountability and progress
4. Implement any necessary changes: If improvements can be made, take action to implement them for future meetings.

In conclusion, escaping unnecessary meetings is all about managing your time effectively. By reviewing the meeting agenda beforehand, preparing materials if necessary, and actively participating during the meeting, you can maximise your time and make the most out of any meeting. Additionally, by following up with participants and evaluating the meeting's effectiveness, you can make necessary changes for future meetings. Remember, it's okay to decline meeting invitations if they are not necessary, and it's crucial to use your time wisely.

At the beginning it might look time consuming, but in the long run it will save you a lot of time, energy and focus.

Remember that a meeting is a shared time, space and energy. You are equally responsible if it’s useful or is going bad.

If you find it hard to implement all of the above ?n your meetings routine or ?n your organisation consult with a team coach. Together you can develop a workable action plan to start your journey on having more effective meetings.

#deathbymeetings #survivemeetings #teamcoaching #effectivemeetings