There’s a commonly known principle called the Pareto Principle that states about 20% of your activities draw in about 80% of your results. The meaning behind the principle is to look for the most fruitful areas and ensure you can spend more time there to be the most productive—and you should also cut out everything else that’s not as rewarding. At work, your day likely has a few key meetings that are important to your role and likely a lot of unnecessary meetings. Learning how to identify and reduce those unnecessary meetings for your team can help you get to your results faster!
01-What is an unnecessary meeting?
Have you ever been on a call and thought, “This could have been an email”? That’s an unnecessary meeting. In other words, an unnecessary meeting is any call or conversation where the meeting topic is undefined, you’re confused about the goals expected from the discussion, or you know you won’t have the answers expected during the call. These can feel like a waste of time, especially if these meetings are taking time away from high-priority tasks on your plate that have clear goals and results tied to them.
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02-Benefits of reducing unnecessary meetings
1.Reduces meeting costs
Did you know that meetings have a cost to them? The easiest way to determine how much your meetings are impacting your budget is by adding up the hourly salaries of each attendee multiplied by how long the meeting time is. You can get started reducing your meeting’s costs through software that automatically organizes, tracks, and notifies you of time spent on the call.
2.Improves time management
Employees with a lot of meetings on their plates might struggle with time management as they have less time to dedicate to preparation, prioritization, and reviewing goals. Removing any unnecessary meetings from their schedules gives more calendar time for team members to prepare meeting goals in advance, which allows calls to end on time and with the necessary actions completed!
3.Increases employee productivity
As a manager, you can proactively increase employee productivity by ensuring that your workers aren’t getting burnt out on meetings that don’t really matter. Additionally, you’ll help them earn back time in their calendars for high-priority tasks, deep-focus work, and wellness breaks to recharge!
4.Keeps momentum going
Unnecessary meetings don’t drive a lot of engagement or results, which makes employees feel unmotivated, tired, and flat-out uninterested in attending. After attending an unnecessary meeting, it can be hard for employees to get their energy back up for more important tasks. Luckily, you can avoid this by encouraging them to only focus on calls that get them excited and move their projects forward!
03-Signs your meetings are unnecessary
1.Meetings have no agendas
Meeting agendas are an important element in any call, and you should be receiving them from the meeting host at least one business day in advance of the meeting. If you’re not receiving them at all, this is a warning sign that your meeting risks the conversation veering off into a direction that isn’t relevant or purposeful to your ongoing projects. Not sure where to start? Check out Huddles’ meeting agenda templates!
2.Meetings have no purpose
The meeting’s purpose allows you to prepare for the call and know that the topic is actually relevant to your work. It’s common for colleagues to want to set up time together to sync, for example, but it’s important to be very clear about what exactly you’re syncing up on and the results that will come from this alignment. If you ask the meeting host about the purpose and they’re unsure or provide a generic, “let’s see when we get there” response, then it’s best to assume the meeting has no purpose.
3.Meetings are too long
Your time is valuable, and meetings don’t need to take up a lot of it! Any meeting over an hour long should either be shortened into a more efficient structure or broken up into smaller, more digestible time-frames. Extra long meetings risk participants losing focus, which negatively impacts your ability to drive the needed results from the call.
4.Meetings lack participation and engagement
If team members are struggling to be engaged in the call, it’s possible that they feel like the meeting topic isn’t relevant to them. Which, in that case, means those colleagues (and you) are attending an unnecessary meeting. Luckily, there are plenty of virtual meeting engagement tools (like Huddles) to measure how active your participants are!
5.Meetings lack next steps or clarity
The overarching value of meetings is that they help teams collaborate on some result, whether that be a plan, approved budget, or brainstormed list of ideas, for example. If your meetings aren’t turning up any results, it might be because attendees don’t know what result to strive for or there are no goals to meet at all.
04-8 ways to reduce unnecessary meetings
1.Implement meeting-free days
While they weren’t the first to do it, Shopify made a splash in the news when they shared the value of meeting-free days for their company. The purpose of doing so was to help employees reclaim time in their calendars for deep-focus work. Having an entire day to dedicate to tedious admin tasks or critical strategic planning is very valuable—especially for roles that normally have their days consumed with back-to-back meetings.
The best and easiest way to implement a no meeting day is by using a tool that has the functionality already baked in. Huddles enables company leaders to set a no meeting day for their organization, so that any time someone tries to schedule a meeting on that day, they will be automatically prompted to find another time.
2.Cancel meetings without an agenda
If there’s no meeting agenda, there’s a high chance the call will go off topic or over time or will fail to meet its goals.
3.Have a clear meeting purpose
The meeting purpose needs to be defined when the meeting is scheduled. Doing so ensures that you have agreement from all of the meeting attendees about the value and goals of the meeting. On one hand, defining the meeting purpose from the get-go also allows attendees to opt-out if they think the call’s purpose is not relevant to them; on the other hand, it might signal that an additional stakeholder needs to jump into that conversation.
Huddles helps ensure every meeting has a clear purpose. When a meeting is being created, meeting organizers are prompted to add a meeting purpose to the description of the meeting, to help boost meeting engagement.
4.Leverage asynchronous meetings
Asynchronous meetings are great for any team that has a hard time attending the same call due to employees working in multiple time zones or with conflicting schedules. Instead of setting a dedicated time for all attendees to join the call, meeting hosts can leverage an asynchronous meeting in a shared collaboration space like Huddles. The host still prepares a meeting purpose and agenda in advance and then offers a wide time range (like one working day) for team members to add notes, comments, decisions, and action items to the collaboration space. Participants will get notified of engagement, and the meeting host sends a summary of the meeting at the end of the asynchronous meeting window.
5.Evaluate your recurring meetings
Another thing that Shopify did when rehauling their meeting time was eliminating recurring meetings. Team members will often attend recurring meetings week after week, even if there is no purpose, because they feel they’ve committed to that time. It’s worthwhile to review all of your meetings, regardless of how frequently they recur, to see if they should be kept, eliminated, or have the frequency adjusted.
Setting an end date for your recurring meetings helps ensure that you evaluate your meeting needs on a regular basis. You can enable thoughtful meeting creation with Huddles, which are baked-in to the tool to ensure recurring meetings are finite. When a recurring meeting that has no end is being made, the meeting organizer is prompted to add an end date.
6.Collect meeting analytics
Meeting analytics are exactly what they sound like: an insightful report into how you and your team spend your time in meetings together. It’s a great way to see how much time each employee is spending in meetings, how many action items are completed, and which calls drive the most results. This is so helpful for measuring meeting return on investment (ROI), and you can collect meeting analytics for your team automatically when using Huddles!
7.Ask for meeting feedback
If you’re overseeing a team, you might not have full clarity into knowing which meetings are actually productive versus which are unnecessary. The fastest way to do this is to start collecting meeting feedback with Huddles! After each call, distribute a short form to your attendees. This will help you see which meetings to remove completely and which ones to optimize to get more value out of in the future.
8.Get comfortable declining meetings
At first, it’s uncomfortable declining unnecessary meetings, but it’s one of the fastest ways to make your calendar more productive and fulfilling. A great tip from Caroline Castrillon, Career and Leadership Coach, is to,