Economic Impact of Bad Meeting:- The meeting is a strategic tool in project management. It is an effective way to share and share information, share ideas, and collectively make important decisions. Meetings also help to resolve certain problems or conflicts by discussing face-to-face with the people concerned. Here below this post is all about showing the impact of bad meeting on business and how to make them productive.
One of the first key steps of a project is the kick-off meeting, which informs all project stakeholders about:
- The context
- Limits and risks
- The budget
- The organization of the project
- The responsibilities of each
This meeting lays the foundation for collaboration and commitment on the project. This will be followed by regular meetings to review the progress of the project’s tasks.
The meeting is therefore a communication and coordination tool indispensable for the monitoring and implementation of a project. It is imperative to avoid unproductive meetings that are wasting time on all the actors in the project.
What is a Bad Meeting?
Monday morning, you are invited to a meeting at 9:00, but frankly do not want to go. The problem? You do not know the agenda and do not understand why you are called. It is badly gone, but you decide to go there anyway.
In the end, the organizer was unable to lead the meeting, there was no agenda and the participants did not know why they were present.
Appraisal: this meeting was a waste of time for everyone, including the organizer who, due to lack of preparation, will not have obtained what he wanted.
So you’ve just stolen two hours of your time, two hours you could have dedicated to doing something more productive and relevant. David Grady talks about it very well.
Meetings have a bad reputation: time consuming (time-consuming) and inefficient, they are often perceived as a chore by the team. And for good reason! A bad meeting makes everyone lose precious time that he could spend to advance on his tasks. We do not talk about opportunists or lazy people who see the opportunity for a good nap! And when you know that in business, time is money, it’s even more frustrating!
In some companies, there are also meetings to put pressure and guilt on employees, create a kind of competition within the team, and even generate conflicts. In addition to wasting your time, you lose your motivation and you may also lose sight of the goals to achieve. In short, nothing positive.
A survey was conducted among 630 executives to know what they think of the meetings: if the meeting is well prepared and does not last too long, they are for.
How to make Meeting Productive?
First, what is a constructive meeting? It is a moment of productive sharing where each participant is an actor and leads to concrete results. Each participant emerges with answers to his questions, and new tasks to work on.
A good meeting is working and deciding together while saving everyone’s time and energy. Therefore, give preference to a climate of collaboration and complementarily in your meeting.
To organize an effective meeting, there is no secret: leave no room for improvisation! If you do not want to waste your time, and lose that of your collaborators, you must imperatively prepare your meeting.
A meeting must be organized only if it is necessary and it meets a demand with precise objectives, otherwise it is useless.
First, prepare your meeting correctly by following these steps:
- Clearly define the purpose of the meeting: inform, collect opinions or make a decision.
- Establish the agenda and communicate it to the participants as soon as possible so that they take into account the issues and integrate the meeting into their planning.
- Invite only those really concerned.
- Some tips to effectively animate your meeting:
- Promote exchanges: your intervention must be a dialogue and the participants must be actors. Invite them to express themselves.
- Balance speaking times.
- Respect the agenda: if the subject is deviating, always focus the meeting on the agenda, with tact.
- Be the keeper of the time: keep an eye on the time given to each point and make sure you do not exceed the time allotted in order to prevent the meeting from lingering. Do not hesitate to use a stopwatch.
- Note the important points on a table.
- Conclude by clarifying and summarizing the key points and summarize the commitments and responsibilities of each by creating concrete tasks within your project management software.
After the meeting, quickly write the report, which allows you to record the decisions taken and distribute them to all participants.
End it with the bad meetings that are wasting time, but also money and demotivated the collaborators. However, do not banish this indispensable tool from project management and remember that a productive meeting requires preparation.