Last time, we examined some foundational costs of meetings — invitations, the facility, and transport to and from. Let's now examine preparation activities. They aren't free, and some aren't cheap.
- When we reschedule meetings not yet held, we might poll the attendees, who must then respond to the poll. Some might have to reschedule commitments of their own to attend the newly rescheduled meeting. A cascade of little tasks can form, and since it potentially affects all attendees, its cost can be significant, though we rarely measure it or even estimate it.
- Publishing minutes and podcasts
- At first, one might think that there's a significant cost for reading minutes, because everyone has to do it. But hardly anybody reads minutes. On the other hand, someone does take minutes, writes them up, and posts them. And if there's a podcast, someone has to do that. Because scribing is usually a one-person job, we think of it as low-cost. But we lose access to this person's contributions during the meeting, because it's difficult to take minutes and participate fully. That lost access can have expensive consequences.
- Preparing the agenda
- You can save time on preparing agendas by not having them, but the cost is enormous, because meetings take longer and accomplish less — much of it wrong. So you have to do an agenda, but you can save time by not asking anyone for contributions. Nah, that doesn't work so well either, because meeting participants together compile agendas better than any one person can alone. So you end up having to poll people for contributions, and whenever you need to involve everyone in anything, costs climb. The costs in this case are worth it. They're just not zero. Really not zero.
- Preparing introductions
- Some meetings begin with rounds of introductions. Some skip the introductions, but instead circulate bios of attendees. Both approaches take time. For oral intros, attendees must plan what they'll say. Rescheduling a meeting triggers a
cascade of little tasks, whose
total cost can be significantFor written bios, attendees must write them, and someone has to compile them or provide a place where they can be posted. For recorded intros, attendees must plan, write, and deliver them. Some will even rehearse. It all takes time, and since everyone gets involved, the time taken can be significant.
- Distributing materials
- If materials accompany the meeting, the time to prepare them is usually accounted for. But the time to assemble them into distribution packages and get them delivered might not be. Such efforts usually get allocated to a bulk account that covers many different groups, if they are accounted for at all. The more often you meet, the more of these tasks you have. Find a way to meet less often.
Do you spend your days scurrying from meeting to meeting? Do you ever wonder if all these meetings are really necessary? (They aren't) Or whether there isn't some better way to get this work done? (There is) Read 101 Tips for Effective Meetings to learn how to make meetings much more productive and less stressful — and a lot more rare. Order Now!
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More articles on Effective Meetings:
- Games for Meetings: II
- We spend a lot of time and emotional energy in meetings, much of it engaged in any of dozens of ritualized
games. Here's Part II of a little catalog of some of our favorites, and what we could do about them.
- Take Any Seat: II
- In meetings, where you sit in the room influences your effectiveness, both in the formal part of the
meeting and in the milling-abouts that occur around breaks. You can take any seat, but if you make your
choice strategically, you can better maintain your autonomy and power.
- Social Distancing for Pandemic Flu
- It's time we all began to take seriously the warning about a possible influenza pandemic. Whether or
not your organization has a plan, you can do much to reduce your own chances of infection, and the chances
of mass infection, by adopting a set of practices known as social distancing.
- The End-to-End Cost of Meetings: III
- Many complain about attending meetings. Certainly meetings can be maddening affairs, and they also cost
way more than most of us appreciate. Understanding how much we spend on meetings might help us get control
of them. Here's Part III of a survey of some less-appreciated costs.
- Virtual Blowhards
- Controlling meeting blowhards is difficult enough in face-to-face meetings, but virtual meetings present
next-level problems, because techniques that work face-to-face are unavailable. Here are eight tactics
for dealing with virtual blowhards.
Forthcoming issues of Point Lookout
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- When manipulators try to manipulate others, they're attempting to unscrupulously influence their targets to decide or act in some way the manipulators prefer. But some targets manage to outwit their manipulators. Available here and by RSS on November 29.
- And on December 6: Reframing Revision Resentment: I
- From time to time, we're required to revise something previously produced — some copy, remarks, an announcement, code, the Mona Lisa, whatever… When we do, some of us experience frustration, and view the assignment as an onerous chore. Here are some alternative perspectives that might ease the burden. Available here and by RSS on December 6.
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