Meetings are now the daily routine of the business life…
A ringing phone or an incoming email and a feared moment; You’re being called to a meeting. It’s just that when you’re focused on your work, it’s where you come in at this meeting, muttering. So, what’s the reaction to the meetings?
The answer is simple; We think our time has been stolen!
According to the research, 50% of the time spent on meetings is wasted. According to a study in America, a professional is wasted about 30 hours a month because of unproductive meetings. That’s about four working days a month. It is certain that the person will be more productive if he spends time working or resting.
What are the factors that are integral parts of our business life that make meetings that we avoid but can’t escape are inefficient?
Most of the meetings don’t have a clearly defined purpose.
The best way to understand this is if the attending meeting is meaningless to each other’s faces. Participants who do not know why they are summoned, ask each other questions about why we are here with eyebrow eye marks. But usually, there’s not much to know. When the meeting starts, the purpose of the meeting is given with a very general title. Putting the name of the meeting alone will not give him a concrete purpose. The end of the meeting is open to where you are asked to be reached.
If the previous title is not known, then there is no way to prepare for that meeting. The meeting subject and the purpose of an impromptu meeting in the situation is more promising. The fact that a previously submitted document on the subject has not been read by the participants, and even the basic issues being understood during the meeting, is one of the main reasons for the main purpose of the meeting. Again, the arguments of the meeting are not prepared to be presented in advance and trying to be brought in during the meeting is the meaning of waiting for other participants, the atmosphere of the meeting disrupts.
Failure to observe time in meetings…
Failure to start meetings at a pre-determined time is the time for those arriving at the meeting. Imagine that a meeting of 10 people came in on time of 6, but it started 10 minutes late. (6×10) is a time loss of 60 minutes, even if the meeting has emerged before the start. In five minutes, let’s say that two of the remaining four are coming and the meeting starts with 8 people. This time, the next two other people will be sabotaging the participants because they both interrupted the meeting and were not subject to the issue. The absence of a certain period of time for meeting completion will mean that it is not effective to use time with irrelevant unnecessary discussions, whether the meeting is too prolonged or to be completed without reaching its purpose. A meeting that has not fulfilled its purpose is also the messenger of another inefficient meeting.
Computer, projector, flipchart, tele Conference, video conferencing etc. Many different vehicles are being used in meetings, thus trying to increase
efficiency in meetings. However, the lack of pre-prepared these vehicles results in the return of meetings to a nightmare. An Internet connection is not available in a presentation, a related program is not installed, sound problems, etc. Many different problems diverting from the purpose of the meetings. In fact, the meeting agenda is often transformed into another discussion on the wishes of the vehicles in the meeting room.
These factors that make meetings inefficient, convert to time loss, and most importantly, cause participants to refrain from meetings and participate unwillingly, are not actually unresolved issues. However, because simple measures are not taken for the simple problems that are usually listed above, the meetings continue to retain their unpleasant behaviour. What to do at the beginning of this is hidden in the subheadings outlined above.
Wishing to have productive meetings with everyone…
İbrahim H. Kayral