Workplace matters: How to handle impromptu meetings
Meetings are one of the many ‘curses’ of corporate life but will not disappear anytime soon.
My boss often calls impromptu meetings which can go on for hours and are usually quite unproductive. We start the meeting with an agenda and a list of topics we need to discuss, but ultimately everything is discussed except for the real issues and problems we’re facing. I resent having to sit through hours of inconsequential gossip when work is pending, especially when I have been disrupted in the middle of an important task and am likely to be unable to meet deadlines. However, I can’t just not show up. What should I do?
Talk is Cheap
Meetings are one of the many ‘curses’ of corporate life but will not disappear anytime soon. Unfortunately, meetings that are productive or at least lead to some definite actions tend to be far and few between. Unless the convener is a highly disciplined person or has other pressing commitments, ensuring that time is well-spent will remain a challenge.
We can assume here that you do not want to say anything to your boss directly but fret not. There are a few things you can do to improve the situation however, keep in mind that how you present your ideas is critical to a successful change in behaviour. Remember, your intention is to improve the meetings and reduce waste of time.
First, you could solicit feedback from your colleagues to gauge whether they feel the same way as you do. If there is support from a few trusted co-workers, enlist them in your attempt to improve things by verbally supporting your ideas. Then, at the end of one such meeting, suggest a recap of the agenda items. The problem will appear obvious. You could also offer to do the minutes and record the actions that need to be taken. A third way to tackle this is to circulate articles on ‘Holding Effective Meetings.’ These will include tips on how to bring the discussion back to the agenda items and inculcate discipline and etiquette amongst the attendees.
If your meetings take place in a regular area, you could also put up posters on how to run productive meetings. These tips will include the rules of engagement such as: no phone calls, respect for other people’s points of view, not interrupting, being on time, etc.
Someone once shared a simple software that calculates the cost of meetings: wage per hour x time used. The result was quite an eye-opener and we were able to drive home a point about wasting time. Circulate a rough estimate of how much your meetings cost per hour but do it in a non-direct manner by couching it among other things you circulate.
If you actually speak to your boss directly about the problem, avoid words like ‘you’ and ‘I’ so that the conversation is focused on the issue you are trying to resolve and the ego stays out of the equation. It is obvious that confrontation will not resolve anything.
Two last things: buy a few books on leadership, management and effective meetings to share with your team. And if all else fails, leave them a copy of this reply.
Published in The Express Tribune, January 9th, 2011.
Talk is Cheap
Meetings are one of the many ‘curses’ of corporate life but will not disappear anytime soon. Unfortunately, meetings that are productive or at least lead to some definite actions tend to be far and few between. Unless the convener is a highly disciplined person or has other pressing commitments, ensuring that time is well-spent will remain a challenge.
We can assume here that you do not want to say anything to your boss directly but fret not. There are a few things you can do to improve the situation however, keep in mind that how you present your ideas is critical to a successful change in behaviour. Remember, your intention is to improve the meetings and reduce waste of time.
First, you could solicit feedback from your colleagues to gauge whether they feel the same way as you do. If there is support from a few trusted co-workers, enlist them in your attempt to improve things by verbally supporting your ideas. Then, at the end of one such meeting, suggest a recap of the agenda items. The problem will appear obvious. You could also offer to do the minutes and record the actions that need to be taken. A third way to tackle this is to circulate articles on ‘Holding Effective Meetings.’ These will include tips on how to bring the discussion back to the agenda items and inculcate discipline and etiquette amongst the attendees.
If your meetings take place in a regular area, you could also put up posters on how to run productive meetings. These tips will include the rules of engagement such as: no phone calls, respect for other people’s points of view, not interrupting, being on time, etc.
Someone once shared a simple software that calculates the cost of meetings: wage per hour x time used. The result was quite an eye-opener and we were able to drive home a point about wasting time. Circulate a rough estimate of how much your meetings cost per hour but do it in a non-direct manner by couching it among other things you circulate.
If you actually speak to your boss directly about the problem, avoid words like ‘you’ and ‘I’ so that the conversation is focused on the issue you are trying to resolve and the ego stays out of the equation. It is obvious that confrontation will not resolve anything.
Two last things: buy a few books on leadership, management and effective meetings to share with your team. And if all else fails, leave them a copy of this reply.
Published in The Express Tribune, January 9th, 2011.