What percentage of our life do we spend in meetings? For senior executive posts, almost the entire days Â– and sometimes even the off hours Â– are filled with meetings. But to what extent do such meetings, which eat away our life, produce the desired results?
It may be hard to accept but the efficiency of a meeting designed haphazardly is around 20%. There are many factors that render meetings such inefficient; for example:
- Difficulty in expressing ideas and feelings;
- Insufficient preparation before the meeting (not doing the homework);
- Absence of a common conceptual base among the participants of the meeting, or even if this fact is known, inability to ensure coordination at the required points throughout the meeting;
- Bad chairmanship in the meetings (interfering otherÂ’s speech, allowing personal criticism, inability to prevent those who want to dominate the meeting,), etc.
However, the most important factor is something else: meeting design or, in other words, meeting architecture. Just as it is with a building, the following items should be given attention to design a meeting:
- A meeting is only a step of a process. Design should consider this fact and it must be clear after which process steps the meeting is held and which process steps shall be taken following the meeting (ironically, when fulfilment of this item is sought, one may never be able to hold a meeting!)
- The design of a meeting may it involve the management of a block of flats or the assessment of a risk, may it be long or short term, widely participated or not, must be based on query of the following 4 questions:
- QUESTION 1 Â– What are the deliverables expected of the meeting?
QUESTION 2 Â– Why are these deliverables expected?
QUESTION 3 Â– What kind of a process is being anticipated to acquire these deliverables?
QUESTION 4 Â– Since a common intelligence among the participants will not develop intrinsically, what kind of a method is being considered to establish this? In other words, how will the participants pass beyond advocating their own ideas, make use of each otherÂ’s ideas and produce ideas of higher value (this is what common intelligence is)?
Meetings which are held without searching the answers to these 4 questions may of course produce some beneficial results, such as getting acquainted, chatting, communication, and the like, but will not produce the expected results.
What can we do?
We can work with the personnel of your organization to identify the basics of meeting design. In addition, we design your more important meetings Â– seminars, workshops, panels, search conferences, etc.