John has been told by one of his team, Harry that Harry and
the others spend 10 hours of their 40 hour week in meetings. John doesn’t know
what is being discussed in the meetings or why they take so long.
John is curious: Do they say the same thing in every meeting
(which suggest the team need someone to constantly repeat the same message
before anything gets done.)
Or maybe they say a different thing in every meeting (which
suggest that everything is changing all the time and people are confused and
always debating and discussing the future rather than implementing it.)
What needs to change? Is the problem the meetings, attendance,
agenda or participation?
Sam always circulates a report of key facts and figures,
proposals, plans and price at least 3 days before any meeting so everyone has a
chance to read and think about what needs to be discussed in the meeting. The
agendas are clear and the minutes record only what was agreed and the key
actions.
If someone wants to add something to the agenda they need to
let Sam know in advance, otherwise it is rolled into the next meeting. The other
thing Sam is careful to do is ensure at each meeting people have completed
their tasks from the previous meeting. Sam is quick to thank people for doing
good work, but not reluctant to say when someone has failed to do what was
agreed.
Sam is also firm about the agenda and the time. If someone
rambles on they simply cut it short, get them to explain their idea in writing
and schedule it for discussion at a future meeting when the idea is clear and
people have had the time to read and think about it.
Is the structure likely to make these meetings more or less
productive?
I am a fan of short stories because they are easier to
follow than theory and if it is too long you won’t read and won’t remember. If you
would like to share your ideas or experience get in contact and I’ll buy you a
coffee.
Tim Rogers
07797762051
