How many of you enjoy recurring office meetings that usually revolve around the same topic? You know, those daily standing meetings, or those one-on-ones, or those weekly sessions, etc? Sure, they have their moments of being useful, such as when bringing up an issue or when introducing a new initiative. But beyond that, many would argue that these meetings are counterproductive and take up too much time that could be spent doing actual work.
That Feeling of Déjà Vu
Déjà vu typically refers to a feeling of having previously experienced a certain scenario that is currently being laid out.
When it comes to the work environment, excessive meetings tend to do the trick. Everyone knows the points the leader is going to bring up, and exactly how the topic(s) will be presented- down to the verbiage and mannerisms. Everyone also has a general idea of who the loudest talker in the meetings will be, as well as who will show up late etc. It’s excessive. It’s repetitive. And it gets boring really fast.
Negative Effects of Excessive Meetings
What’s worse is that over time, excessive workplace meetings lead to workplace boredom- akin to the likes of tedious and repetitive mechanized jobs. The negative effects that stem out of workplace boredom include poor work performance, sleepiness, oversights, stress-related health issues, absenteeism and the obvious loss of great talents as they explore new opportunities.
The negative effects call for the team leaders to counter the obstacles, while still being compliant in terms of quality assurance, professional development, performance evaluation, and of course to simply get things done.
How to Create Accountability in Meetings
At the end of the day, the original intention of recurring meetings is to create accountability to ensure completion of tasks. It is also to help create the momentum needed to keep a project moving at a rapid speed while ensuring opportunities for questions to be raised, problems to be solved, decisions to be made and alignment to be maintained.
The key to making that happen is by making meetings less repetitive, and more inclusive. According to a Forbes article by career expert Lisa Rabasca Roepe, there are seven ways to achieve this goal:
- Use video when you can
Video allows you to see your colleague’s facial expressions and helps everyone read the visual cues, making it easier to participate in the discussion.
- Seek out the silent voices
If someone in the room or on the phone hasn’t spoken, ask for their opinion or encourage them to ask questions.
- Remove barriers
Pay attention to obstacles with participation to ensure comfort.
- Keep your meetings short
Try having more 15-minute meetings.
- Consider canceling meetings
Not every decision/discussion needs a meeting.
- Cluster your meetings
Try having a set day with no meetings.
- Avoid repetitive meetings
If you keep meeting about the same topic, there is a good chance that no one is communicating the results of the meeting or properly assigning action items.
Meet less. Do more.
Is it possible for large teams to meet less and do more, all while still giving each team member a voice? Absolutely- with the help of Ment.io.
By using technology such as Ment.io, teams can make credible business decisions, based on inclusive evidence-based discussions in a more effective and convenient way. The machine learning and algorithms analyze the discussion and decisions and highlighting areas of agreement between your team’s answers. This allows the decision maker to point to the most trusted decisions and most trusted participants on each topic.
Replace Déjà Vu with Excitement
All it takes to replace déjà vu in the workplace while keeping team members more engaged is by giving each of them a voice and respecting their time by minimizing meetings. This will ensure greater productivity, as well as more delightful work experience.