As the business world becomes more fast-paced and competitive, time is becoming an increasingly valuable and scarce commodity for executives and employees alike. Meetings are a necessary part of any business function, but too often they turn into unproductive time-wasters. In fact, recent research shows that unproductive meetings are not only a nuisance, but they also cost businesses serious dollars.
According to a 2019 survey by meeting scheduling app Doodle, the average executive spends approximately 23 hours per week in meetings. That’s nearly a full day taken away from more important tasks every week. What’s worse is that 25% of these meetings are considered to be a waste of time, meaning that executives are squandering nearly six hours per week in unfruitful discussion.
The cost of unproductive meetings can add up quickly. In addition to the time taken away from other important work, ineffective meetings can lead to project delays or cancellations, decreased employee engagement, and a toxic culture that can hurt recruitment and employee retention. Furthermore, meetings can be expensive in terms of technology, equipment, food, and other resources necessary to conduct them.
Another survey by software company Atlassian reveals that 91% of attendees in meetings daydream, 96% have missed a meeting while doing other work, and 73% have done something else during a meeting. This shows that a large percentage of the resources devoted to meetings is being wasted, leaving businesses with little to show for their efforts.
But what can businesses do to reduce the cost of these unproductive meetings? The answer is simple: they need to be more intentional and strategic with how they schedule and conduct them. This may mean making difficult decisions, such as cancelling a meeting if the agenda is unclear, the purpose is not well-defined, or if it is unnecessary.
One way to avoid this is to establish an effective meeting culture. Leaders should set the tone by modeling respectful behavior and setting clear expectations for the purpose and outcomes of each meeting. They should also encourage dialogue and opinions from participants and discourage unilateral decision-making.
Another key aspect of effective meetings is proper planning. This includes setting a clear agenda, defining goals and objectives for each meeting, and preparing necessary documents and materials ahead of time. It’s also important to communicate with attendees before the meeting to ensure that they are aware of the agenda and are ready to contribute.
Alongside planning, utilizing digital tools can also make meetings more productive. This includes scheduling software that can help attendees coordinate their availability, video conferencing technology that can connect remote team members, and collaboration tools that allow participants to work together on documents in real-time. This enables participants to focus on the discussion rather than the logistics of the meeting.
When meetings are conducted effectively, businesses can benefit from a more motivated and engaged workforce who are more productive, efficient, and effective in what they do. By taking steps to reduce the cost of unproductive meetings, businesses can free up time and resources to focus on more important priorities and critical projects.
Finally, it’s important to remember that meetings are just one part of a broader business function. To maximize the benefits of effective meetings, businesses should also focus on fostering a culture of innovation, empowerment, and continuous improvement. This can help to drive better decision-making, increased engagement, and positive outcomes across the entire organization.
In conclusion, unproductive meetings are a serious business cost that affects both the bottom line and the overall health of an organization. Fortunately, businesses can take steps to avoid this by establishing a culture of respect and accountability, preparing thoroughly, utilizing effective digital tools, and prioritizing more important work. By doing so, businesses can save time and resources, and build a more engaged and productive workforce.
