Daryl's Blog

A friend recently joined the board of trustees of a local charity and he just got back from his first meeting. Not exactly a baptism of fire. The 2 hour meeting basically consisted of drinking coffee, enjoying the chocolate biscuits and arguing gently about what might have been agreed at the last meeting. Now this is not at all unusual. Well OK, perhaps it is an extreme example, but we have all been there, sitting in silent frustration at the inordinate length and utter waste of time. Here are some tips, ending with a killer suggestion that, if you are brave enough, could transform your meetings:

Remember there are only 3 reasons to have a meeting: To inform, to seek input, to ask for approval. There is a 4th and this is bonding; it has its place but don't allow every meeting to be defined by the need to bond and get everyone's approval. Use those 3 reasons as a filter to define why you are having the meeting, and be clear what is the expected outcome, ie, 'I want to bring you up to speed on these 2 things; and I would like to seek your approval for these 3 items.' This will avoid confusion. I could tell you lots of stories here, including one where I travelled 200 miles for a decision to be made, and I thought it was made (I know it was, a vote was taken) only for key people to change their minds the next day.

I could spend a whole meeting talking about dreadful meetings I have been involved in. Here's the killer suggestion: It's free; remember you got it from me, because it will transform your whole life if you have to spend any amount of time in meetings:

Have it standing up, and get rid of the chocolate biscuits (and that includes all biscuits, crisps and other snacky things). Time limit it to half an hour. That's all you need, all you want if you are standing up.

So get the meeting over fast, hand out action points on the spot, and then go and do some proper work and save the company. Oh, only have people there who need to be there. And don't forget to make sure people are there who should be there (I could tell you some stories). If you do need to bond, they are called awaydays and you have a facilitator; don't ever go on one of those unless you really like the other participants. I still carry the scars of the time I had to at length hug my worst enemy in the 'lets hug one another for a long time session'.

I've got lots more on meetings; get my notes. Better still organise a meeting for me to come and talk about how to hold a meeting. (And don't forget the chocolate biscuits, and at my age I must have a chair)

(I got the idea for this from Alex Pratt's book: Austerity Business)