The Dark Side of Meetings: Symptoms and Solutions for Struggling Organizations

Meetings are a ubiquitous part of organizational life, but all is not well. They are often seen as a waste of time and money, leading to inefficiencies and frustration. This article explores the symptoms of bad meetings and provides actionable solutions to improve meeting efficiency and productivity.

1. Rambunctious Meetings Without a Clear Purpose

One of the most common symptoms of ineffective meetings is the lack of a clear purpose. Without a defined agenda, meetings tend to wander aimlessly, consuming valuable time.

To fix this, send out an agenda ahead of time. Ensure everyone is aware of the agenda and agree to follow it. Empower participants to point out when the meeting veers off topic. Regular reminders can help keep the discussion on track.

2. Unorganized Meetings with Multiple Distractions

Another symptom is a meeting environment where participants engage in other activities such as texting, talking on the phone, or responding to emails. These distractions can significantly hamper the meeting's effectiveness.

Establish ground rules for meetings. Limit distractions and encourage active listening. If necessary, remind participants of the ground rules throughout the meeting to ensure compliance.

3. Inadequate Preparation and Engagement

Many meetings involve participants who are not prepared. They may have failed to read relevant documents, conduct necessary research, or prepare for the meeting adequately. This hampers the meeting's productivity and respect for others' time.

Clearly outline expectations for preparation in advance. If necessary, have a one-on-one conversation with participants to ensure they understand the importance of their preparation. Highlight that meetings are essential for reporting progress and sharing information.

4. Lack of Decision-Making and Closure

Failed decision-making is another symptom of poor meetings. Discussions occur, but no decisions are made, leading to ongoing conflicts and disqualification of ideas.

Encourage clear decision-making by setting expectations for decisions to be made during the meeting. If a consensus cannot be reached, escalate the decision to a sub-group or higher management. Ensure that once a decision is made, it is supported by everyone involved.

5. Disproportionate Participation and Dominance

Meetings can be dominated by a few individuals, leaving others silent. This unequal participation can stifle creativity and limit valuable input.

Finding a skilled facilitator or providing basic facilitation training can help ensure that participation is balanced. Encourage active involvement from all participants and provide a structured format for the meeting to facilitate equal participation.

6. Punctuality and Disorder

Meeting tardiness or ending late is another common issue. Late arrivals or early departures can disrupt the flow and reduce the meeting's effectiveness.

Emphasize the importance of punctuality and set expectations for timely arrival and departure. Start and end the meeting on schedule, and respect participants' time by not delaying the meeting's start or end.

7. Post-Meeting Emotions

Participants may leave meetings feeling tired, frustrated, angry, or depressed. This emotional state can negatively impact individuals and the organization.

Consider the logistics of the meeting, including the timing and refreshments. Ensure meetings are of optimal length and provide adequate breaks. Adjust meeting schedules to suit the participants' time of day energy levels.

This article is based on the book '10 Minutes a Week to Great Meetings' by Joel Levitt. If you find this article useful, you may find the book a valuable resource for further insights and actionable steps to improve your meetings.