““The Seven Sins of The Seven Sins of Deadly Meetings”Deadly Meetings”By: Eric MatsonBy: Eric Matson

From: Issue 02 April/May 1996From: Issue 02 April/May 1996

Presented by: Michael HammelPresented by: Michael Hammel

IntroductionIntroduction

What is an ineffective meeting?What is an ineffective meeting? Discuss the seven sins of meetingsDiscuss the seven sins of meetings Discuss the seven salvations that Discuss the seven salvations that

correspond with each of the sinscorrespond with each of the sins ConclusionConclusion

Ineffective MeetingsIneffective Meetings

Kevin Eassa says “Everything done is Kevin Eassa says “Everything done is unproductive”unproductive”

Richard Collard says “when people meet Richard Collard says “when people meet and meet but never seem to get anything and meet but never seem to get anything done”done”

They are ineffective because they are They are ineffective because they are universally despiseduniversally despised

Result of a bad meetingResult of a bad meeting

Bad meetings make bad companies Bad meetings make bad companies according to William R. Daniels, senior according to William R. Daniels, senior consultant at American Consulting & consultant at American Consulting & Training of Mill Valley. Training of Mill Valley.

Boring meetings give the sense that the Boring meetings give the sense that the company is boring.company is boring.

Bad meetings are negative messages Bad meetings are negative messages about the company and employees. about the company and employees.

Present day businessPresent day business

The business world is faster, tougher, The business world is faster, tougher, leaner, and more downsized than everleaner, and more downsized than ever

More teamwork is needed, and fewer More teamwork is needed, and fewer people are around to do the work, people are around to do the work, therefore meetings must be more therefore meetings must be more prominentprominent

Companies are now more team-based Companies are now more team-based and in these types of companies most of and in these types of companies most of the work gets done in meetingsthe work gets done in meetings

Sin # 1Sin # 1

People do not take meetings seriouslyPeople do not take meetings seriously People come late, leave early, and spend People come late, leave early, and spend

too much of their time just doodlingtoo much of their time just doodling People think that meetings are not really People think that meetings are not really

work and they just go through the work and they just go through the motionsmotions

Salvation to Sin # 1Salvation to Sin # 1

First employee’s must take the mindset that First employee’s must take the mindset that meetings are real workmeetings are real work

Some companies punish latecomers with a Some companies punish latecomers with a penalty fee or reprimand them in the minutes of penalty fee or reprimand them in the minutes of the meetingthe meeting

““Make the meetings uptime rather than Make the meetings uptime rather than downtime” says William Danielsdowntime” says William Daniels

““Do the basics well: structured agendas, clear Do the basics well: structured agendas, clear goals, paths that you are going to follow. goals, paths that you are going to follow. These things make a huge difference” says These things make a huge difference” says Michael ForsMichael Fors

Salvation to Sin #1 cont.Salvation to Sin #1 cont.

In the workplace have a poster up with all In the workplace have a poster up with all simple questions about the meetings that simple questions about the meetings that take place;take place; Do you know the purpose of the meeting?Do you know the purpose of the meeting? Do you have an agenda?Do you have an agenda? Do you know your role?Do you know your role? Do you follow the rules for good minutes?Do you follow the rules for good minutes?

Sin #2Sin #2

Meetings are too Meetings are too longlong

They should They should accomplish twice as accomplish twice as much in half the timemuch in half the time

Salvation to Sin #2Salvation to Sin #2

In business time is money so track the cost of In business time is money so track the cost of your meetings with use of a computer to make your meetings with use of a computer to make them more productivethem more productive

Bernard DeKoven developed software called Bernard DeKoven developed software called the Meeting Meter; this allows the company to the Meeting Meter; this allows the company to calculate how much their meetings cost; This is calculate how much their meetings cost; This is a very important tool because the cost of a very important tool because the cost of meetings are a big deal. More importantly bad meetings are a big deal. More importantly bad meetings lead to more meetings causing meetings lead to more meetings causing money to be lost because of ineffective money to be lost because of ineffective meetingsmeetings

Salvation to Sin #2 cont.Salvation to Sin #2 cont.

Technology can keep meetings shorterTechnology can keep meetings shorter Technology can increase productivity; it can Technology can increase productivity; it can

help to generate more ideas and decisions per help to generate more ideas and decisions per minuteminute

With technology you no longer have to wait With technology you no longer have to wait your turn to speak; it is all entered into a your turn to speak; it is all entered into a computer and then everyone’s ideas are computer and then everyone’s ideas are displayed on a monitordisplayed on a monitor

Technology makes simultaneity possible and Technology makes simultaneity possible and allows dramatic gains in the companies allows dramatic gains in the companies productivityproductivity

Sin # 3Sin # 3

People wander off the topicPeople wander off the topic Employees involved in the meeting Employees involved in the meeting

spend more time digressing than spend more time digressing than discussingdiscussing

Salvation for Sin # 3 Salvation for Sin # 3

Stick to the agenda; take it seriouslyStick to the agenda; take it seriously Use an agenda “template” for key topics:Use an agenda “template” for key topics:

Who will lead which parts of the discussion?Who will lead which parts of the discussion? How long each segment will takeHow long each segment will take What are the expected outcomes?What are the expected outcomes?

Distinguish among four approaches to Distinguish among four approaches to decisions:decisions: Authoritative: the leader has full responsibilityAuthoritative: the leader has full responsibility Consultative: the leader makes a decision after Consultative: the leader makes a decision after

group inputgroup input VotingVoting Consensus Consensus

Sin # 4Sin # 4

Nothing happens after the meeting is Nothing happens after the meeting is overover

People do not convert decisions into People do not convert decisions into actionaction

Salvation to Sin # 4 Salvation to Sin # 4

Convert from “meeting” to “doing”Convert from “meeting” to “doing” Use computer technology to limit Use computer technology to limit

misunderstandingmisunderstanding Focus on the documents that will Focus on the documents that will

essentially lead to an actionessentially lead to an action Record comments, outline ideas, Record comments, outline ideas,

generate written proposals, put them on generate written proposals, put them on a big monitor and print them out for the a big monitor and print them out for the employee’s to leave withemployee’s to leave with

Salvation to Sin # 4 cont.Salvation to Sin # 4 cont.

The medium is the meeting, meaning that The medium is the meeting, meaning that computers are preferred to flip charts and computers are preferred to flip charts and whiteboards according to Bernard whiteboards according to Bernard DeKovanDeKovan

With a computer you never run out of With a computer you never run out of space for ideas and you can always editspace for ideas and you can always edit

Copies can be made for everyone at the Copies can be made for everyone at the meeting to ensure everyone understands meeting to ensure everyone understands what needs to be donewhat needs to be done

Sin # 5Sin # 5

People do not tell the truthPeople do not tell the truth There is plenty of conversation, but not There is plenty of conversation, but not

much candormuch candor

Salvation to Sin # 5Salvation to Sin # 5

Embrace anonymityEmbrace anonymity Leader of the group must make participation Leader of the group must make participation

necessary necessary Computers are used for people to express their Computers are used for people to express their

opinions and evaluate the alternatives without opinions and evaluate the alternatives without knowing who gave the informationknowing who gave the information

Use anonymous voting and anonymous group Use anonymous voting and anonymous group conversationsconversations

Sin # 6Sin # 6

““Meetings are always Meetings are always missing important missing important information, so they information, so they postpone critical postpone critical decisions”decisions”

Salvation to Sin # 6Salvation to Sin # 6

Get all needed data into the meeting rooms Get all needed data into the meeting rooms and don’t worry about the aestheticsand don’t worry about the aesthetics

The Capture Lab “is a self-contained The Capture Lab “is a self-contained information network,” says Michael Bauerinformation network,” says Michael Bauer This way the group can get any information that they This way the group can get any information that they

need from the web, put it up on a screen, and talk need from the web, put it up on a screen, and talk about it. about it.

Make meeting rooms large enough to store Make meeting rooms large enough to store materials needed for meetings; this way it will materials needed for meetings; this way it will always be there and there is no need to worry always be there and there is no need to worry about forgetting somethingabout forgetting something

Sin # 7Sin # 7

““Meetings never get Meetings never get better. People make better. People make the same mistakes.”the same mistakes.”

Salvation to Sin # 7 Salvation to Sin # 7

Practice makes perfectPractice makes perfect Things will get better if you commit to itThings will get better if you commit to it Figure out what does and does not work Figure out what does and does not work

and hold people accountable for what and hold people accountable for what they do, good or badthey do, good or bad

Appoint a person to be an “observer” and Appoint a person to be an “observer” and record what went right and what went record what went right and what went wrongwrong

ConclusionConclusion

There is always an improvement to be made. There is always an improvement to be made. The only way to improve is to make mistakes The only way to improve is to make mistakes so learn from them and that will make the so learn from them and that will make the company grow.company grow.

Bernard DeKoven ends this article well by Bernard DeKoven ends this article well by saying this:saying this: ““People don’t have good meetings because they People don’t have good meetings because they

don’t know what good meetings are like. Good don’t know what good meetings are like. Good meetings aren’t just about work. They’re about fun – meetings aren’t just about work. They’re about fun – keeping people charged up. It’s more than keeping people charged up. It’s more than collaboration, it’s ‘coliberation’ – people freeing each collaboration, it’s ‘coliberation’ – people freeing each other up to think more creatively.”other up to think more creatively.”

Any Questions?Any Questions?