Cutting two hours of meetings per week is the equivalent to saving two and a half weeks every year, plus the time for preparation and follow up. These tips can help you reduce the number of meetings you convene and attend.
Meetings are often characterized by too many attendees, which creates the risk that the meeting will drag on because everyone wants a say and/or that some attendees feel they are not included and therefore not valued. If you are in doubt whether a colleague should receive an invite, then chances are they should not.
When you are the meeting convener:
- Always be clear about the purpose and goal of the meeting, that way you can easily identify who should attend
- If only a couple of agenda items are relevant for a colleague, offer them the possibility of attending only that part of the meeting and adjust the agenda accordingly, i.e schedule the items after each other
- If you have an expert in to give a presentation, make sure they don’t need to sit though the full meeting if it is not relevant for them
When you receive a meeting invitation:
- Ask yourself, will your presence contribute to the aim of the meeting?
- If you have just a small amount to contribute, speak to the meeting convener and ask to pass on the information in advance, rather than attending the meeting in full