If you've recently attended a meeting that could best be described as a cure
for insomnia, you're not alone. According to a recent survey, executives
waste 7.8 hours a week, or 2.3 months a year, in needless formal
discussions.
The survey was developed by Accountemps, the world's first and largest
temporary staffing service for accounting, finance and bookkeeping
professionals. It was conducted by an independent research firm and includes
responses from 150 executives with the nation's 1,000 largest companies.
Executives were asked, "How many hours per week do you believe the average
executive wastes in unnecessary meetings?" The mean response was 7.8 hours,
or 2.3 months per year. This compares to 6.0 hours, or 1.8 months, in a 1990
survey.
"The growing use of project teams has generated more interdepartmental
communication and encouraged broader attendance at formal gatherings," said
Max Messmer, chairman of Accountemps. "However, with today's demands for
heightened employee productivity and efficiency, it has become increasingly
important to give careful consideration to all aspects of meeting planning."
Messmer offered the following tips on how to ensure an effective meeting:
- Consider the primary objective when selecting participants. Whose job
responsibilities will be most impacted by the topic of discussion? Can
anyone else provide valuable input? Is attendance critical or would a memo
detailing the meeting's conclusions suffice?
- Create an agenda. Distribute an outline before the meeting so those
invited can prepare to address key issues. An agenda will also help to keep
things focused rather than straying off the subject.
- Take notes. They will serve as a reminder of action items and summarize
what happened for those who couldn't attend.
- Start and conclude on time. This will help set a standard for future
meetings. If important issues still need to be discussed by the end of the
meeting, offer participants the option of staying or rescheduling at another
time.
-- Article courtesy of Accountemps, which has more than 270 offices in North
America, Europe and Australia.
