Why are Some Meetings a Waste of Time?
Why are some meetings a waste of time?
Many meetings are often a waste of time because:
- The meeting was held "out of habit".
- The meeting lacked a definite purpose.
- Too many people, or the wrong people, were invited to attend.
- There was no proper agenda.
- The meeting was badly chaired and went off-topic.
- The conversation was chaotic.
- The delegates were ill-prepared.
- The delegates' attitudes were negative.
- The decision was deferred again, and so the meeting achieved nothing of value.
- The cost of the meeting was more than its value.
Learn how to chair a successful meeting.
How to make meetings more efficient
In order to fix the problem that meetings are a waste of time, remember the following:
- Meetings should not be called out of habit.
- All meetings should be held in order to achieve a definite purpose.
- Only a minimum number should attend, and they should be the right people.
- There should be a written agenda.
- A competent chair person should run the meeting and keep things on track.
- The conversation should be ordered, systematised and kept on track, by the chairperson.
- The delegates should prepare themselves by finding, organising and bringing the information that is necessary to make the final decision.
- The delegates should strive to attend the meeting with their CAN-DO attitude switched on.
- Don't dither. Make the decision. Recognise that decisions must be made in the light of incomplete and uncertain knowledge.
- Ensure the value of the meeting outweighs its cost.
To calculate the hidden cost of your meetings, try this brilliant Cost of Meetings App.
Definition: effective meeting
In business, an effective meeting is a workplace event that has a clear goal, brings in only the people who can help decide, follows a short written plan led by a skilled chair, and ends with firm choices and next steps that are worth more than the time and money spent.
Show CG4D Definition
- Held only when a clear goal needs group input
- Limited to the few people who hold facts or power to decide
- Runs to a short written plan that a skilled chair keeps on track
- Ends with agreed choices and tasks whose value beats the time and cost
Article Summary
Workers lose hours each week to aimless talk, yet the cure is clear: only meet when a choice is needed, write a short agenda, invite the few who matter, prepare facts, chair with care and track the cost. Follow this plan and every meeting turns from wasted time into an effective step forward.
Frequently Asked Questions
Here are some questions that frequently get asked about this topic during our training sessions.
What clues show a meeting will waste time?
How do I judge if a meeting is really needed?
How many people should attend an effective meeting?
Why is a written agenda vital?
What does a good chairperson do during a meeting?
How should attendees prepare for a productive meeting?
How can I work out the real cost of a meeting?
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Did You Know: Key Statistics
Microsoft's 2022 Work Trend Index found that the typical worker spends 7.5 hours a week in online meetings and feels that 67% of that time is unproductive. Asana's 2024 Anatomy of Work report shows that staff lose 12 hours a week to unproductive meetings and other "work about work", which the study says costs firms about £14,000 per person each year.About the Author: Chris Farmer
Chris Farmer is the founder of the Corporate Coach Group and has many years' experience in training leaders and managers, in both the public and private sectors, to achieve their organisational goals, especially during tough economic times. He is also well aware of the disciplines and problems associated with running a business.
Over the years, Chris has designed and delivered thousands of training programmes and has coached and motivated many management teams, groups and individuals. His training programmes are both structured and clear, designed to help delegates organise their thinking and, wherever necessary, to improve their techniques and skills.
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Further Reading in Time Management
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Why are some meetings a waste of time?
Stop wasting hours in pointless calls. Learn simple, proven steps for effective meetings: clear purpose, right people, tight agenda, strong chair and cost
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What is the Action Priority Matrix?
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