the hidden costs of meetings cdg nat conf may10 - attendees copy

The Professionalism Group

Susie Kay

Managing Director

The Hidden Costs of Meetings

Career Development Group UK National Conference 2010

17th May 2010

Prizes

2 – the worst waste of time story

1 – the funniest

meeting story

It’s Monday!

How do you feel?

How was last week?

Did Monday morning predict how you would feel on Friday afternoon?

The Trigger

New job New diary 75% full before I

started When do I do my

work?

Must or want

Do you know how many meetings you attended last week?

Was that the same as the week before?

Different or all the same?

Must do or want to?

Work life structured or strangled?

What you already know!

Resources are an issue Fitting in yet another meeting is

impossible in most diaries Already struggling to find space for

Current work Thinking time Reading time Urgent / emergencies

Hidden and obvious costs

MULTIPLY (for internal meetings) Number of attendees Hourly salary rate

ADD Refreshments Room booking and equipment costs

MULTIPLY AGAIN Number of times you hold the meeting

PLUS (for external meetings) Travel costs Expenses Accommodation - possibly

Obvious and hidden costs

£ £ £ £ ££ £ £ £ £

£ £ £ £ £

Other penalties

If you are running from one meeting to the next: Actions and follow-ups are delayed You dump stuff on your desk as you pass it Develop interesting piles of ‘stuff’ on floor and

working surface disappears You don’t have time to think You don’t have time to prepare for the next meeting You never do the filing or scrap the garbage

Not good for you to be tired, not fresh No time becomes a serious issue After hours or before work so 24/7 Starts to erode good judgement

To meet or not to meet

Time to pause

“How things are done around here”

How else can we do this?

Is virtual an improvement?

Endless possibilities for tech disasters Skype calls Voting by email, use of buttons Conference calls can be a nightmare for

those on the dial-in end Can you hear everyone? Are they making faces? They’ve got the biscuits

Using your days effectively? Or What I learned this year!!!!!

Strange city / awaydays

How many meetings in one day Balance your fares against number of

meetings you can get into the day Balance positive outputs against wear and

tear on your body and your nerves!

Using your days effectively? Or What I learned this year!!!!!

Lateral & value thinking for whole departments or organisation

• Large whiteboards as running conversation• Each discussion has an ‘owner’• Adopt a ‘board’ monitor to check if discussion is

over – doesn’t have to be SMT• Essential - Regular checking, conclusion & clean

off • Issue behaviour rules – no graffiti (except perhaps

smileys)• No rude messages / scathing remarks / obscenities

All opinions are validEncourage everyone to be involved!

Questions

Is the new meeting essential? Are regular meetings essential? Can you reduce recurrence? Can you reduce attendee numbers? Could you make virtual arrangements? Could you chat individually then consolidate? If it’s not confidential, how about a bring-your-

sandwich lunchtime chat in the staffroom? How inventive can you be?

If you must…..

Limit the time allocated Start on time, don’t wait for stragglers Issue detailed agenda in advance with

objectives Keep it useful

Keep it on track, don’t get sidetracked Don’t discuss anything not on the agenda

Use the ‘fridge’

At the end of the meeting: List conclusions of discussion Allocate actions Decide if follow up is really necessary

– what/when/who

Passing the time

Bonus activities

Your Primary activity:

Concentrate on the subject matter

It’s not always easy to find dedicated time so make good use of it

Bonus activities

Your Secondary Activity:

Check out the Politics

Who is the first to speak?

Who does the Chief Exec listen to most intently?

Who does everyone defer to when they speak?

Who occupies most speaking time?

What are the sub-texts being raised?

Who gets a socket for their laptop?

Bonus activities

Your Tertiary Activity:

Check out the social interactions

What does the body language tell you about relationships in the room?

Who regularly sits next to whom?

Who is ignoring whom?

Who is not making eye contact – and why?

Who is doodling – are they listening?

Who nodded off – it does happen?

Who is doing their emails?

Time to share

Any other bonus activities?

Your tips for happy / productive meetings

Your avoidance strategies

Running meetings

Can you think of someone who runs meetings well? What are the skills involved?

Not everyone can Should it be on the corporate training

schedule, perhaps induction training? Is this an individual professional

development responsibility?

Future perfect

You can now ensure your next meeting is:

Cost-effective Productive relative to the subject matter Productive for you as an individual

What about you?

Take time to be kind to yourself

Look after your own interests and those of your team members

Look after your diary

Build space into your week and guard it jealously

Don’t be afraid to say NO!

Prizes

2 – the worst waste of time story

1 – the most bizarre / funny meeting

story

The Professionalism Group

Susie Kay

M: 07968 583098

susiekay@theprofessionalismgroup.co.uk

www.theprofessionalismgroup.co.uk

www.professionalismbooks.com

Blog: www.theprofessionalismgroup.co.uk/blog/