Less Meetings | More Results

More often than not, when meeting with clients, one of the biggest complaints from their teams is about spending too many hours in unnecessary meetings. 

Meetings are essential in business, but not every discussion requires a formal face-to-face meeting. Knowing when to schedule a meeting and when to opt for alternatives can save you and your team considerable time, energy, and frustration.

Let’s face it – who loves filling up their week with meetings?

When to Meet 👋🏽

  • Complex Decision-Making. If the topic requires multifaceted decisions that require immediate feedback and discussion, a meeting is appropriate. This ensures all areas are covered and consensus can be achieved efficiently.
  • Building Relationships. Some situations, like project kick-offs, team building, or resolving conflicts, benefit greatly from personal interaction.
  • Handling Sensitive Topics. When having to discuss sensitive information, it’s sometimes best to do so in a private meeting space (virtually or onsite) where nuances can be managed more delicately.

When to Keep Going 👩🏽‍💻

  • Routine Check-Ins: Swap routine meetings for project management tools or shared documents. This allows everyone to update their progress at their own pace and others to review when needed.
  • Information Updates: If the purpose is merely to update the status or share information that doesn’t require a conversation, use your project management tool or send a brief email. This respects everyone’s time and allows them to digest the information on their schedule.
  • Brainstorming Simple Ideas: Keep all brainstorming ideas in your project management tool. This keeps everything organized and accessible.

Tools for Success 🧰

  • Virtual Workspace. Create a virtual space within your project management tool where everyone has updated tasks and resources in real-time. This tool alone will eliminate most of your meeting time.
  • Collaborative Documents. Tools like Google Docs allow you and your team to collaborate on projects and documents, making updates and giving feedback in their own time.
  • Internal Forums. Create a space where updates, ideas, and resources can be posted and discussed at leisure, reducing the need for frequent meetings.
  • Emails. Emails are time-efficient for conveying information that doesn’t require interactive discussion. However, to maintain clarity and respect everyone’s time, please be selective in sending emails and carefully considering who truly needs to be included in the communication. This approach helps keep everyone’s focus sharp and their inboxes manageable.

Do you have any great meeting or non-meeting stories to share?

If you’re looking to optimize your meetings and boost team productivity, let’s explore how I can help. Schedule a Discovery Call with me today, and together we’ll find the best strategies tailored to your needs.