Allow me to start by sharing with you some statistics on the distribution of hours for different managerial activities.
“A meeting is a gathering where people speak up, say nothing and then all disagree,” says Thomas Kayser, author of Mining Group Gold.
This quote and the chart above clearly reveal how a meeting without focus or objective will degenerate quickly into a waste of time and energy.
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The fact that you are spending 69% of your work hours in meetings doesn’t necessarily mean you are getting the work done.
Conducting a focused and productive meeting in this busy, always-on period is getting to be more and more of a challenge. To help you tackle this challenge of how to conduct successful meetings, I have put together a 5-step meeting planning checklist.
A more than required number of members will disrupt the flow of thoughts and prevent all members from contributing. It will also make arriving at a consensus more difficult. The chart below will help you keep the size of the meeting to optimal, based on the type of meeting.
|Meeting Type||Meeting Size|
|Hands-on Training Seminar||15|
|Presentation or Review||30|
This is a very relative term and differs according to the meeting type. It is said that, in general, an attendee’s attention span is 52 minutes. But, as various studies show, on an average a meeting lasts for 1-1/19 hours. Going by this numbers, a sheer waste of around eight to twenty-seven minutes of valuable time.
Studies by When is Good show that Tuesday afternoon at 3:00 p.m. is the best time of the week to call your meeting to order. The attendees are well over their Monday morning blues, and yet to get into their weekend mood.
Though the factual knowledge recall is more or less about the same, taking notes by hand easily scores over note taking by the laptop when it comes to conceptual recall.
The most preferred meeting model is one that has the Chair in control of the proceedings, and that all the observations and remarks are addressed through the chair. The role of the Chair includes the following items: