There are hundreds of good reasons to have a meeting. The budget needs to be finalized. The building is being renovated and the architects want to show off the plans. The company is looking to hire a new person. Your boss wants to give you a raise (the best).
But there are other times when it’s not such a good idea to have a meeting. In fact, it can be a complete waste of time if you proceed with such a meeting. The number one rule before holding a meeting is to make sure you actually need to meet. If any of the below circumstances are true, strongly consider backing out of your meeting until the forecast looks better.
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You have had a meeting scheduled every Tuesday at 2 p.m. for as long as you can remember. Well, maybe it’s time to consider not having that meeting. If you’re simply meeting because you think you have to, consider whether it’s actually necessary. It may be that you only need to meet once every 2 weeks or a once a month. Everyone’s time could be used more wisely and they’ll appreciate not having to always work their schedule around that weekly meeting.
Some decisions can’t be made without one person’s approval; others can’t be made without information that only a particular person can deliver. Think carefully about who must absolutely be at the meeting. For example, if you vote on decisions and need a quorum, don’t plan to bring everyone together if half of your team can’t meet. Or if you’re working out a budget make sure someone from the finance department can make it. While it’s a pain to have to reschedule, it’s even worse to have everyone show up and then realize that you have to reschedule.
Be absolutely sure what the meeting is about before calling your team together. Every meeting should have some kind of actionable goal (unless it’s an informational meeting, in which case make it brief). The purpose and goal of the meeting should be stated clearly on the agenda or otherwise communicated beforehand. Eliminating any uncertainty before the meeting saves time during the meeting and gets everyone in the right mindset. The last thing you want is someone coming to the meeting and thinking they’re going to be forming an organizational chart when instead they’ll be working on a position description.
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