the hidden costs of meetings cdg nat conf may10 - attendees copy
DESCRIPTION
Presentation by Susie Kay at CDG National Conference 17th May 2010TRANSCRIPT
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
www.theprofessionalismgroup.co.uk
www.professionalismbooks.com
Blog: www.theprofessionalismgroup.co.uk/blog/
