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5 Mistakes To Avoid In Meetings

Meetings can be a waste time. Many companies find that they are one of their biggest barriers to productivity. Meetings were vital during the 20th century when industrial development was just beginning. They were the best way for information to be distributed.

We have many options. Meetings are necessary to ensure things move in the right direction. However, too many companies have them for no apparent purpose. Numerous studies have shown that many companies hold unnecessary meetings that are actually detrimental to their company.

While well-organized meetings can increase productivity, inefficient meetings can have the opposite effect. These are five mistakes you might be making in meetings that you don’t even know about.

1. Spend too much money

What is the cost of holding meetings? My answer is: Too much. The majority of people’s answer is: Too much. According to The Muse’s survey, $ 37 billion is spent annually on meetings. Worst, meetings have increased in length by 10% every year since 2000.

Steven Rogelberg of North Carolina University and his colleagues conducted interviews with 182 top managers. A majority of respondents said meetings hinder them from finishing their work. 71%, however, consider meetings inefficient and unproductive. This is consistent with my personal survey in which managers thought they could reduce meetings by at most 80%, and that it would have minimal to no negative impact on the company.

Solution: Reduce or eliminate as many meetings possible. It is not necessary to celebrate much to accomplish anything.

2. Invite the wrong people

Recently, I viewed an old episode from A Nightmare in the Kitchen. This episode featured a restaurant that was owned by three people, which caused chaos. Ramsay said that it reminded him of an English saying: “Too many cooks spoils the broth.” It’s the same in the boardroom: too many people can cause it to be ruined.

Many times, people with nothing to offer are invited to meetings. Jeff Bezos’s “two pizza rule”, which is a good rule of thumb, is the best. Two pizzas is not enough to feed everyone in a meeting.

Solution: Invite only those people who are necessary to attend the meetings.

3. Focusing too much on the agenda is a mistake

Brian Tracy loves to say that “Every minute spent planning will help you save 10 minutes running.” This is true for meetings as well. Meetings that are not well organized can lead to more problems than no meetings at all. Meetings will be transformed if you have an agenda with clear objectives and goals.

It’s not about how long the meeting is, it’s about getting everything done. You can work through the points one at a time, crossing out each one as you go. The meeting ends when you’ve completed the agenda. If you have covered all of the topics, don’t prolong the meeting. Don’t prolong a meeting that lasts an hour. It should end in 21 minutes. Meetings should be as long as they are needed, not longer than a minute.

Solution: Make a list of all meeting points and include them in an agenda.

4. Your memory is too trusting.

Let’s face it, many people have poor memories. It is nearly impossible to recall everything due to all the information we receive every day.

Two British psychologists J. Blackburn, and EJ Lindgren conducted a study of the meetings to uncover some interesting statistics. They captured a discussion at the conclusion of a meeting by the Cambridge Psychological Society.

They asked participants to recall everything about the discussion two weeks later. These were some eye-opening results.

  • Only 8.4% of the points were retained by individuals.
  • 42% of the items that were recalled were incorrectly recalled.
  • Many of the “remembered things” were not mentioned.

This highlights the importance of written summaries.

Solution: Divide among participants in the meeting a minute that contains the key points.

5. Meetings are not for argumentation.

There are two types of meetings: those that allow for information distribution and those that allow for discussion. As few as possible of the first attendees are celebrated. There are many better ways to share information, including online and video.

It is important to keep in mind Parkinson’s law when it comes to discussion-based meeting: “Work expands to fulfill the time available for completion.” This is also true for meetings. Keep your meetings short. Don’t waste your time.

Disco Corp, a Japanese chipmaker, has introduced a unique measure. Your employees will be charged $ 100 for the use of your meeting room.

Solution: Use other methods to communicate information. You can only hold meetings for discussions

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