Company’s meeting – a waste of time or a recipe for success

Before I’ll start I want to give credit to the orig­i­nal author of the pub­lisher, as I only know it was pub­lished by “Padeh con­sult­ing and coach­ing” (http://www.padeh.co.il/) ynet site (http://www.ynet.co.il/articles/0,7340,L-3814836,00.html) –

I tried to trans­late it as much as I can and make it less heav­ier but again, all cred­its are for “Padeh con­sult­ing and coaching”.

Every­one knows the email regard­ing the up com­ing com­pany meet­ing (espe­cially at the end of the year/quarter) – those meet­ings pro­vide sum­maries of the com­pany sta­tus, pass­ing infor­ma­tion and devel­oper val­ues that are needed to the orga­ni­za­tion and the team spirit.

The Company’s meet­ings meant to show the office pol­i­tics and based mostly on pre­serv­ing the sta­tus of the employ­ees as this plat­form is for updates only it might waste orga­ni­za­tion resources. Orga­ni­za­tion resource value increases when it comes to com­pany meet­ing, as a 5 minute delay in a 10 employ­ees meet­ing equal to 50 min­utes delay, the same as 2 minute phone call equals to 30 min­utes waste of time as there is an addi­tional 1 minute that is needed to return to the con­cept of the meeting.

Even­tu­ally even if a meet­ing starts and ends on time but con­cludes with­out any mean­ing­ful deci­sion the cre­ated dam­age is big­ger than the ben­e­fit as the par­tic­i­pa­tions feels there wasn’t any progress and they waste their time (in the meet­ing) for nothing.

In order to pre­vent what we call “waste of time meet­ing” we need to have an orga­nized man­ager that knows what he wants and make sure the meet­ings shows the desire goals.

For doing that here are need to some steps ‚Before plan­ning the meeting:

1. First of all you have to decide if there is a need for the meet­ing. As you want to share oth­ers with the deci­sion that going to be taken and hear them up you have to remem­ber that not every­one has to take part in some of the deci­sions. A man­ager has to decide when it’s time to share infor­ma­tion with oth­ers accord­ing to 4 parameters:
   1. Qual­ity – how much is it impor­tant which deci­sion will be accepted?
   2. Oblig­a­tion – how much is it impor­tant that the employ­ees accept the decision?
   3. Time – is there enough time to involve every­one or an act has to be taken instantly?
   4. Trust – do the employ­ees trust the man­ager to make the right decision?
2. You have to rule goals and set up sub­jects, progress, list of par­tic­i­pa­tions, call­ing rel­e­vant employ­ees, and set up a proper time for each subject.
3. Make sure the pre­sen­ters are ready for their pre­sen­ta­tions, also make copies of rel­e­vant read­ing materiel and sent it to all the par­tic­i­pa­tion so they could come ready with proper ref­er­ence. Dur­ing the meeting
   1. Pay atten­tion every­thing is accord­ing to the time tables, as the meet­ing starts and ends on time, each sub­ject stands in its proper time tables. Doing this show you respect the par­tic­i­pa­tions and also good man­age­ment skills as you know how to orga­nize the com­pany time to the ben­e­fit of everyone.
   2. Cre­at­ing calm and relax­ing envi­ron­ment with appro­pri­ate seats arrange­ment. In order to keep the envi­ron­ment as is, make sure every­one turns off their cells.
   3. Each deci­sion has to be deal with clear con­clu­sion and an agreed time table that will be super­vised at the next com­pany meet­ings in order to super­vise its progress. After the meeting
      1. Dis­trib­ute the infor­ma­tion and the deci­sion that was dis­cussed in the meeting.
      2. Fol­low up the deci­sion that was decided dur­ing the meet­ing, and make sure they stand in the agreed time table. 
      3. Make con­clu­sions regard­ing the meet­ing in order to have the most value out of it, and to improve it.

In con­clu­sion, chang­ing meet­ings man­age­ment and behav­ior affects and change the orga­ni­za­tion behav­ior. As a man­ager this requires from you have to be con­sis­tent and hold fol­low up lists regard­ing the meet­ings and their progress , keep in mind that when you plan the meet­ings right you show respect to the ones who par­tic­i­pate and to their time

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