When you look at your calendar, do you have a lot of meetings? You’re not alone.
We’ve been recognizing similar challengers with some folks here at Breathe Life since we made the switch to remote work. Our teams have given us lots of feedback so we knew something had to be done. While individual teams have tried at times to fix the problem of too many meetings, it was often unsuccessful. Meetings can be great for collaboration, the sharing of ideas, and decision-making, but they can oftentimes become long, unfocused, and take up too much valuable time. Because of this, we decided to put in place a company-wide plan to free up our time and, hopefully, become more efficient.
Introducing the Great Meeting Reset.
Step One: Cancel all meetings. And we really mean ALL meetings. We want to clear up our employees’ schedules and give them more time to innovate and execute. This also gives employees the opportunity to re-examine their existing meetings and determine which are truly important to the success of their roles.
Step Two: We’ve assembled a series of questions that employees must answer in order to determine whether a meeting is really necessary, or if information can be communicated through an email or a chat message. These 10 questions are to be answered before a meeting is called.
- Is this meeting really required?
- Who is accountable for the meeting?
- What is the meeting length?
- What is the purpose of the meeting?
- Who should attend?
- What is the agenda?
- What is the expected outcome?
- Is the pre-read information available?
- Who is taking notes?
- Where are the notes being taken?
Step Three: We wanted to give our employees a little bit of extra support and so we are using a framework outlining the thought process behind deciding on the right form of communication for an idea…
These steps are aimed to help streamline our decision-making processes, alleviate some meeting anxiety, and create better time management within our teams. We also want to ensure that every member of our team has the time to be able to successfully accomplish their tasks. Harvard Business Review has reported that companies who implement a meeting optimization strategy have over a 30% increase in team collaboration and performance and employees’ satisfaction with their work/life balance rose to 92%!
We’re looking forward to seeing what this reset brings and will follow up on our progress in a few months!