It certainly is becoming more of a bored room than the productive work space it once used to be. As leaders of teams of brilliant minds, we need to know when it’s necessary to call a meeting, and when to simply make a phone call to save their precious time.
So what calls for a meeting?
Can You Justify It In a Few Words?
Can you justify your reason for calling a meeting in just a few words, maybe a sentence? If not, it’s probably not a necessary meeting.
All meetings should be goal oriented, and there should be an outcome that you’re hoping to gain. If you realise there isn’t a good enough reason to call the meeting, then it’s better to arrange a phone call or video chat to keep up to date without wasting any time.
Does Everyone Need To Have a Say In a Decision?
Do you need to come to a consensus on a particular decision? Getting everyone in the same room is probably the best way to do that. When it comes to pitching ideas and bouncing ideas off each other, meeting face to face always works best.
When it comes to lengthy projects, getting individuals together to ‘get on the same page’ is necessary. It might not be necessary to meet every week, or even bi-weekly, but make sure you’re getting together regularly enough to keep any confusion out of the picture.
When you’re overseeing a bunch of people, it’s good to see that they’re all staying up to date with their work. Micromanaging is never productive, but making sure you set up standing meetings with each of your employees means everyone stays on their toes.
Weekly standing meetings give you a chance to review the work that’s been done and set goals for the coming week.
Important clients that are either giving you a lot of work, or have given you the opportunity to extend the working relationship, deserve face to face meetings to keep them updated with the progress of various projects. Pitches, progress meetings and conclusive meetings are all part of keeping your clients in the loop, and are best done in person.
When a bunch of people work on a project together, but each works independently, confusion can often fog the way. If this is the case, calling a meeting to gain some clarity and get everyone’s input is a good idea.
When The Problems Are Snowballing
You know what it’s like! When one problem leads to another, and they all start snowballing out of control. Calling a meeting is a necessary evil in this instance to put a stop to the problems that keep building up.
Emergencies need to be prioritized over any regular meeting. They may be called on the spur of the moment, but employees are expected to prioritize them.
It’s clear the the boardroom isn’t quite dead, however in this day and age it is slightly overused. Make sure you’re calling meetings with a clear objective, so that you’re never wasting time.