Meetings have a bad reputation. People complain, but they have to attend, so mostly, they do. Sometimes late, sometimes inattentively, but they do attend. One explanation for this bad reputation is that we just have too many meetings. We could do well with fewer. And one reason why we don't work harder at eliminating or shortening them might be that we don't fully appreciate how expensive they are.
To help fix that, I offer this brief survey of the true costs of meetings, end-to-end. I'm focusing on the cost components that are less-than-obvious, and possibly difficult to quantify with precision. My hope is that the case for fewer, shorter meetings can be strong enough without actual numeric estimates of costs. Let's start with the pre-meeting activities.
- Inviting people
- Someone has to decide who attends. That might involve discussions with responsible parties. These discussions can get complicated occasionally, involving people who can be very busy. Once the invitation list is set, someone has to post invitations in the calendar system, or send email invitations, or whatever. The inviting activity is usually a low-cost task, but if it's delayed by bottlenecks or negotiations about who's available when and for how long, the delay can make scheduling difficult. That's why invitation setting often has a high priority. And when that priority causes delays of other tasks, the costs can mount. Those delay costs are rarely recognized for what they are — a cost of meetings.
- Setting up the facility
- Whether the meeting is face-to-face or virtual, we need a (possibly virtual) place to hold it. Someone has to reserve it. That might require swapping with other contenders for the space, or it might require scheduling the facility so far in When the need to decide the attendance
list takes priority over other work, delaying
that work, those delay costs are rarely
recognized for what they are —
a cost of meetingsadvance that nobody else will be able to claim it. Sometimes the need to schedule in advance causes us to have regularly scheduled meetings even when the primary need we're satisfying is keeping a claim on the facility, rather than the business we transact. That tactic adds to the burden of too many meetings. It's an example of addressing the right problem with the wrong tool, which is rarely a smart way to go. Find another way to lay claim to the facility.
- Getting to and from the meeting
- People who attend in person in a place other than where they work must transport themselves to and fro. Even if the meeting is virtual, attendees at various sites might have to meet in conference rooms for the videoconference or teleconference. People who must travel to attend have an even greater time cost. And people who attend virtual meetings without leaving their own offices might have to set up their connections, log in, and possibly even install software. All of this adds to costs, and it's significant because it affects every attendee.
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:
- Trips to Abilene
- When a group decides to take an action that nobody agrees with, but which no one is willing to question,
we say that they're taking a trip to Abilene. Here are some tips for noticing and preventing trips to Abilene.
- Take Any Seat: I
- When you attend a meeting, how do you choose your seat? Whether you chair or not, where you sit helps
to determine your effectiveness and your stature during the meeting. Here are some tips for choosing
your seat strategically.
- Blind Agendas
- Effective meetings have agendas. But even if a meeting has an agenda, the hidden agendas of participants
can cause trouble. Another source of trouble, less frequently recognized, is the blind agenda.
- Why Sidebars Happen
- Sidebar conversations between meeting participants, conducted while someone else has the floor, are
a distracting form of disorder that can waste time and reduce meeting effectiveness. Why do sidebars happen?
- Why People Hijack Meetings
- When as Chair of a meeting, you have difficulty completing a reasonable agenda, you might be the target
of a hijacking. Here's Part I of a series exploring meeting hijacking.
Forthcoming issues of Point Lookout
- Coming March 28: Four Overlooked Email Risks: II
- Email exchanges are notorious for exposing groups to battles that would never occur in face-to-face conversation. But email has other limitations, less-often discussed, that make managing dialog very difficult. Here's Part II of an exploration of some of those risks. Available here and by RSS on March 28.
- And on April 4: Narcissistic Behavior at Work: III
- People who behave narcissistically tend to regard themselves as special. They systematically place their own interests and welfare ahead of anyone or anything else. In this part of the series we consider how this claimed specialness affects the organization and its people. Available here and by RSS on April 4.
I offer email and telephone coaching at both corporate and individual rates. Contact Rick for details at rbrenCffadfxoNsEyekNlner@ChacKIMYsiWlkpRkNLimoCanyon.com or (617) 491-6289, or toll-free in the continental US at (866) 378-5470.
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- The Power Affect: How We Express Our Personal Power
- Many people who possess real organizational power have a characteristic demeanor. It's the way they project their presence. I call this the power affect. Some people — call them power pretenders — adopt the power affect well before they attain significant organizational power. Unfortunately for their colleagues, and for their organizations, power pretenders can attain organizational power out of proportion to their merit or abilities. Understanding the power affect is therefore important for anyone who aims to attain power, or anyone who works with power pretenders. Read more about this program.