Lots of people say “I have too many meetings” and “It’s impossible to book a meeting because everyone is already fully booked”.
Every event in a calendar is not a meeting!
- After-Work and Friday Wins
- Recurring team events
- Focus time and group work
TRY THIS: Color code the different event types in your calendar. Whatever you didn’t color code might be a meeting.
If it is, make sure it follows the upcoming best practices for meetings. If it doesn’t, consider cancelling it.
When should I call a meeting?
- Call a meeting when there is confusion.
- Especially if that confusion affects more than one team.
There are 3 ways to reduce confusion:
- Communicate information
- Take a decision
- Solve a problem
What do I need for an effective meeting?
- A Purpose: Mandatory for all meetings
- A Goal: Mandatory for all meetings
- Material: Send over material prior to the meeting to prepare the attendees
- Attendees: Think carefully before sending mandatory invites
- Time: Start and end the meeting as scheduled
- Every event is not a meeting – color code!
- Every meeting should resolve a named confusion, by either:
- Giving information
- Making decisions
- Solving problems
Checklist before a meeting:
- A Purpose: What’s the topic?
- A Goal: Type of meeting?
- Material: What can you send ahead?
- Attendees: Who needs to attend?
- Time: Will you join and end on time?