Effective Meetings: When to Hold Them and When to Avoid Them
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Chapter 1: The Necessity of Meetings
In my ongoing endeavor to produce a series of concise nonfiction works focused on effective meetings, I invite those interested to sign up for updates regarding the release of my books on Amazon.
Meeting as a Last Resort
Before calling a meeting, it’s essential to deliberate on whether it’s truly necessary. Meetings should be considered a last resort, utilized only after exploring all other communication avenues.
What is your objective? Are you aiming to share information? If so, an email, text, or direct message might suffice. Do you need to pose a question? A simple phone call could be more efficient. Perhaps you need to inform everyone about ongoing progress; in that case, a shared spreadsheet on Dropbox could be the answer. Only if these alternatives fall short should you contemplate scheduling a meeting.
Reasons to Hold a Meeting
While many meetings can be avoided, some genuinely warrant gathering people together. Here are a few scenarios that justify a meeting:
- Decision-making involving multiple participants is often best handled in a meeting. For instance, board meetings facilitate discussion and decision-making more effectively than a back-and-forth email exchange.
- Training sessions can greatly benefit from in-person instruction. While some individuals may grasp new concepts through manuals, others thrive in a live setting where they can interact with an expert.
- Establishing or nurturing team identity requires time spent together. Building team chemistry is crucial, and meetings provide that opportunity.
If your purpose doesn’t align with these scenarios, reconsider the necessity of a meeting. While you may hold different views on what constitutes a necessary meeting, I urge you to weigh all options before making a decision.
Meetings Consume Time
Meetings can be incredibly time-consuming. The process of arranging a meeting alone can lead to prolonged discussions as participants struggle to find a common time. It's vital to assess whether the benefits of convening justify the time investment, and meetings should only be called if the advantages outweigh the costs.
Summary
Restricting meetings to situations where they are absolutely necessary could enhance attendance and effectiveness.
In this video, discover 40 essential phrases that can help you effectively host a meeting in English, ensuring you communicate clearly and confidently.
Chapter 2: The Cost of Silence in Meetings
This video explores the dangers of hesitation during meetings, highlighting insights from a Microsoft executive on the potential costs of not speaking up.