The Art of Meetings

This is a fact not an opinion, everyone knows what I’m talking about !

being active all day, and then you receive a meeting invitation, you attend it and you spend four hours of doing nothing, but listening to the meaningless statistics, the unbelievable reasons and the unrealistic solutions that everyone will put and discuss just to cover the meeting timing !

let’s get back a little and start by telling exactly what is happening with me,..

We have a huge client that we have three huge contacts with them. As a result, I need to have frequent meetings with the procurement department and their production team to solve the issues we both face, and to give better solutions for everything. I know that it is reasonable, and it is, but to the point where these meetings are too frequent that when we have them, we just don’t have anything new to give, only to follow the updates and that is normal too…

My problem starts with having a meeting with large number of people, and having from our side also a large number of people and has nothing to talk about only one subject that was solved at the first 10 minutes of the meeting !.. then the unnecessary subjects will open just to fill the meeting timing, and to show that we care  ! and all of that time is a waste for us and for them because WE HAVE SOMETHING BETTER TO DO !

Yeah Yeah I know … stating a problem without giving the solution is basically whining like a small girl over not wanting to go to school while she is in the morning bus heading to school ! (a wonderful picture)

My solutions are the followings:

Short frequent meetings

Assign 50% of the last meeting timing for the next meeting, and check the results. Believe me, the meeting participants will feel more active, gives the direct executive summary of all the required agenda, and there will be not too much time to waste.

Stand up meetings

for how long your team leader, boss or CEO can stand up ?  I don’t believe more than 10 minutes, so make a standing up meeting corner for internal frequent meetings not to waste time, and to be more active other than sleepy and lazy in the meeting.

Send the meeting agenda before the meeting

maybe by sending the agenda, the participates will prepare a follow up agenda and send it back, and that might reschedule the meeting, and by that, the meeting will not be wasteful, and serious  solutions will be given because everyone will do their homework before attending the meeting.

Target the right participants

don’t invite for a meeting someone who is not related to the subject, like a technical engineer for a purchase order discussion, or a sales manager to technical support problem! , because if you do, believe me the unrelated person will live in his own dreams all the meeting period

Charge your mobile.

Because if neither of the above was done, you will need your phone charged to waste your time while your boss is giving fake picture about the company you are working with.

good luck.