Yes, meetings are an essential part of effective communication and collaboration. and there are many efficient meetings. Everyone knows this. On the other hand, many meetings are highly inefficient. It has become common to have up to five or more consecutive ‘back-to-back’ meetings in a day, which is inefficient and reduces performance by itself. In addition, many of these meetings lack a clear agenda and objectives.
Some people are invited to attend because they belong to a group, not because they have relevant expertise. Some attendees join in late, causing others to wait. “Let’s wait for a few minutes for others to join.” Sounds familiar? There you go. Some are unprepared, while others are ready. Some people don't speak, while others talk too much and don't let others participate. Most attendees stay until the end of the meeting, while others leave early to join another meeting - even if the conclusion hasn't been reached.
There are plenty of great checklists and articles with ideas about how to make meetings more efficient. Do not hesitate to use and implement these ideas. Some companies made it happen.
Why do so many companies tolerate worsening situations without taking action? There are various underlying factors, such as being accustomed to a certain way of doing things, issues of respect, adherence to basic rules, as well as psychological factors.
Speaking up can be difficult due to fear of negative consequences or lack of self-confidence. Worst case, some individuals seek satisfaction from organizing unnecessary meetings that serve to boost their egos. And there are a few more. Companies know them.
But again, very little is being done to change. Calming phrases like the already mentioned “yes, but I have to join”, “Yes, we should, but …”, and “I know, but it is like it is” make everyone feel less guilty or responsible. So it goes on.
Here is the thing. As an individual, you hold responsibility for your environment, not just your manager or company. It's not in your power to change others, but you can change yourself. You can take action. Take control of your schedule and energy and break free from any chains holding you back. Life is a journey of self-discovery and self-growth, and work provides you with numerous opportunities to learn and evolve. Embrace them.
It's crucial to trust your instincts and pay attention to your inner voice. Gain confidence in yourself and your abilities to assert yourself. Start by asking the truthful questions to yourself.
For example, before accepting an invitation to a meeting, take a moment, on how consistent it feels to attend. Instead of overthinking it, trust your instincts and make a decision. Even if you really must participate in a meeting, you can bring valid questions about the purpose, content, and value of the meeting to the table. Remember to stay true to yourself, clear and consistent in your actions and decisions.
Efficient and valuable meetings are what everyone desires to attend. However, to make this happen, someone has to take the initiative.
You do have responsibility. Start today!
