Meetings and Time Management
Meetings are important, but last minute meetings can disrupt time management. There are times when there must be a last minute meeting, but make sure that all meetings are productive to the individuals who attend. I have found that most meetings are unproductive even if they are scheduled. Most of the information can be placed in an email or sent through an interoffice memo. People must remember that wasting your time is your business, but wasting other people's time is disrespectful.
Our company knows we have to have certain meetings every month. We have tried setting a specific date, such as the third Tuesday of the month; but inevitably someone will come up with "I can't make that date." Then they try to skew around to make it fit everyone's schedule - it never works. So we end up finding out at almost the last minute that there is a meeting. Of course, we all have something else we "have" to do - but THE MEETING always takes precedence. Our company feels we all have to be there in person and present feedback, yet I agree with Gale - emails and memos can suffice. But then you get someone who never reads their email. How can we get higher level supervisors to recognize we are ALL busy?
Agreed on all points Steven! Yes, meetings should always have a clear purpose. I have a saying that helps a lot too. "If the meeting can start without you, you probably don't need to be there."
Dr. Melissa Read
I agree that last minute meetings can be disruptive however if the meeting is well organized and full of important information it is something that is a necessary evil. The important thing to remember when hosting meeting is to have a format that is informative and flows easily from one topic to the next with only information that is relative to who is attending your meeting. More often that not, these meetings run away from the host and end up being much longer than anticipated which is unfair to all involved.
I agree about last minute meetings. Today many seem to believe that more meetings is a better thing... not true. Meetings should have a purpose and those that need to be involved should attend. Control the time, don't waste time. Last minute meetings should be the exception rather than the rule.
I agree on all points. There are some days that with meetings whether in a group or one on one that really throw off someones schedule, or take them away from more pressing matters. A lot of times it could be handled through email or a phone call.
I agree that meeting can quickly get off track, but the things that frustrate me is when the meeting gets of track due to unrelated issues. Our managers here do a very good job at printing an agenda and staying on task.
I agree that some meetings are a waste of time. I have gone through my weekly schedule and have found that 3 hours out of the week in meetings could have been emailed to me. The meetings do not pertain to me and it is a waste of my time and the companies because with the loss of the 3 hours I have to make up the work and sometimes need overtime.
I agree with you. I go to meetings several times a week and while some are informative most can be handled with a follow up email.
Indeed! It's amazing how quickly a meeting can get off track. Seems like the bigger the meeting is, the more important having an agenda can be. Socializing the agenda is quite important too so all meeting attendees are aligned on the meeting goals.
I kind of agree with you. Throughout my career I've been involved with all kinds of committees and groups on campuses. All of these entities seem to like having meetings and sometimes I feel like that want to have a meeting just to have a meeting. An agenda can help make meetings productive by keeping the participants on track and limiting the amount of time spent in the meeting.
