Do I need to be in this meeting?

James Campanini, managing director at Cisco WebEx, shares his thoughts on how to get you thinking about meetings in a more productive way, helping you to avoid falling victim to routine.

Meetings form a fundamental element of our everyday working lives, but have you ever stopped to consider if you really need to be in a meeting?

Most of us will remember our first ever business meetings; the feeling of importance and sense of belonging in the world of work. However, recent research by Cisco WebEx found an average of between 13 and 15 meetings per month are now clogging up our diaries, so it’s easy for them to lose
their appeal and for their importance to be forgotten. Further findings include:

• 60% of workers believe the number of meetings they have to attend are on the rise
• Typically over three hours a day is spent collaborating with co-workers
• 28% of employees believe that the more senior you become, the more time is spent in unnecessary meetings.

It’s more important than ever to take a critical approach and ensure all meetings have clear and tangible outcomes. So how can you decide if you really need to be in every meeting? And, what dictates an important meeting?

What makes a good meeting?

Allowing participants plenty of time for preparation is important - sharing documents ahead of a meeting is just one thing you can do to prepare. Other options include;

• Implementing a plan or agenda for all meetings to ensure they stay on topic.
• Allocating one person to take notes to improve the focus and attention of attendees (notes can be circulated to all after the meeting).
• Finally, conducting the meeting in the right environment, whether face to face, on the phone, online or otherwise; the right environment will maximise productivity.

Do you have something to say?

The best way to make the most of a meeting is to have something to say; otherwise you’re at risk of becoming disengaged. Recent research by Gallup found that engaged employees are more productive, reliable, build stable client relationships, stay with the company longer and contribute more to profitability when compared to non-engaged employees. So it’s well worth making sure this engagement is encouraged in meetings too!

Is this a formality or a necessity?

We are all too familiar with having stagnant meetings that lurk in our diaries as a legacy of previous employees, yet we rarely think to question their importance. Communicating to your peers if you recognise a meeting as being counterproductive or no longer required is vital. Don’t be afraid to
question meetings; unless feedback is provided and opinions are vocalised nothing will change. And by voicing your concerns, you will stand out from your colleagues.

By asking yourself these questions each time a meeting is scheduled in your diary, you can be sure that only necessary meetings will take place. Promoting a culture where meetings are conducted productively, and feedback is welcomed, ultimately increases company profitability whilst
maximising employee satisfaction.