Taking Care of Business: How to make your meetings meaningful

Ruth Schwartz is the author of Taking Care of Business, a feature of the Nevada City Advocate.

Why do business executives almost unanimously say that they either hate meetings or don’t have them at all?

I’ve been reading “Rework” by Jason Fried and David Heinemeier Hansson. It is devoted to simplifying and debunking business myths. It is worth the read except for their utter disdain for meetings. I object and here’s why.

The question of the month: “Ruth, How can I get my employees to give a #(@*#& about my business?”

 
The answer: “Talk about it.”
 
Imagine a meeting that everyone looks forward to and participates in. Meetings are an intimate opportunity to review, plan, discuss, solve problems and make decisions. No other time is as valuable or profitable as meeting time. Then why do business executives almost unanimously say that they either hate meetings or don’t have them at all?

Dave: “Meetings are a boring revision of current work flow and projects. A complete waste of time.”
Suzanne: “Meetings, no. I don’t know what to say!”
Donna: “We used to but we just got too busy.”
Mark: “We argue and we don’t really get anything accomplished.”
Steve: “People don’t want to come to meetings. They don’t think anything there concerns them.”

There are two types of meetings:

1) For work-product or production issues that must happen regularly, call it a “huddle.” Huddles can be on the fly and should only include those people directly involved with those issues. Have huddles as needed. Make them brief. Don’t worry about technicalities like agendas.

 
2) “Meetings” are for big-picture topics that affect everyone. Hold meetings on a dependable schedule. As supervisors, we often think we are having a conversation when we are in fact giving directives. Let others fill your agenda, create the rules and run the meetings. No topic should be considered too sacred for this type of meeting. Welcome discussion of even the most difficult subjects.
 
Please believe me when I say that Huddles and Meetings are golden ways of building trust and interest in your business. They may look painstaking, but the investment has long-term returns.
 
What’s the result of all this fuss over making better meetings?

Dave: “My team was really excited to have an opportunity to have a meeting about what interested them.”
Suzanne: “The team is really excited to continue having meetings. And I don’t have to say anything if I don’t want to.”
Donna: “Meetings have become very productive time.”
Mark: “It is hard for me to be quiet sometimes but when I do I find that we don’t argue, people actually have a lot to say.”
Steve: “People started to offer some interesting solutions to problems that have plagued us.”

Ruth Schwartz is the author of Taking Care of Business. She can be reached by calling 530-288-0180 or visiting www.TABGoldCountyNorth.com.