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Text comes from the book: “Compact leadership: The 15 leadership tools that really work” (2014), published by BusinessVillage Verlag, reprinted with the kind permission of the publisher.

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HettlMatthias K. Hettl is an economist and advised the UN. Dipl.-Ökonom, Dipl.-Betriebswirt (FH), was in various management positions with managerial and budget responsibility, in the management of a medium-sized company and as a consultant at the United Nations in New York. Since 1995 he has been managing director of the Hettl Consult management institute in Rohr near Nuremberg. As an executive coach, trainer and management consultant, he and his team accompany board members, managing directors and executives with a focus on leadership skills and management competencies. He has experience as a member of the supervisory board and has held a professorship for management and marketing for several years. Matthias Hettl is a book and audio book author and author of numerous specialist articles and works as an “excellent speaker” in the German-speaking area and in Europe. All texts by Matthias K. Hettl.

Organize & hold meetings strategically: Solve problems efficiently

"Too many meetings are a clear sign of bad organization," said the British historian, sociologist and publicist Cyril Northcote Parkinson (1909-1993), who became world-famous as the discoverer of Parkinson's laws. What is he trying to tell us?


Problem solving or time-consuming?

The phrase 'Without a plan you automatically plan the failure' often applies to meetings. The key to the success of your meeting is planning.

By Cyril Northcote Parkinson (1909 - 1993) is also this beautiful quote handed down:
"Meetings with many participants rarely solve a problem, they waste a lot of valuable time."

The key to success

In fact, the key to the success of a meeting is knowing that you and your employees are clear about the purpose, Objective and the end result are clear from the start.

Prepare a short agenda in advance and ask for the content of the participants, which leads to a list of priorities and are edited one after the other - the most important first, the most important last.

Is the meeting really necessary?

In principle, you should ask yourself whether meetings are really necessary.

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You and your employees need to come together to exchange information, make decisions, plan, discuss, discuss something Streit to get out of the way, celebrate and much more. Meetings can also improve the Motivation and contribute to productivity.

Direct and indirect costs

When does it Senseto hold a meeting and when not? The decision to host a meeting requires careful consideration as this is always associated with costs, both direct and indirect.

The direct costs include travel expenses, catering, the rent for the venue and a possible accommodation during longer lasting meetings. Indirect costs include working time and productivity losses for the participants.

Break with habits

Therefore you have to wonder how necessary this meeting is and if there are not other options like sharing about eMails, information or memos. Break the habit of holding a meeting just because it's always been on Monday at 10 pm.

Decide whether the meeting is absolutely necessary, whether it is more appropriate to carry it out, or whether it is actually also without meeting. Take the initiative, raise the question and reduce your meeting time in a meaningful way.

Productivity killer

Tip: If you are holding a meeting, you should recognize the possible fall cords that can become a productivity cleanup. These include:

  • unpunctual beginning,
  • in time,
  • no meeting leader,
  • to leave more time than necessary,
  • a participant to let the meeting partly dominate,
  • to degenerate the meeting into a one-sided dialogue,
  • for the things discussed, no completion date or to-dos,
  • Discussion topics to which those present can not contribute,
  • to invite too many attendees and thus impair the performance of the entire meeting.

Meetings - problem solving or frustration?

Meetings have many functions: they serve information exchange, discussion, decision-making and problem resolution. Missing or inadequate information is a breeding ground for misunderstandings, frustration and a lack of identification with a task.

Precisely for this reason, meetings can be an important contribution to the motivation of your employees and be an effective way to create ideas, to promote team spirit or to bring about actions.

For example, using the brain to storm a problem

At the BDO advertising agency founded by Alex Osborn, the poor quality of the meetings went like this Manager really on the nerves. There were dozens of meetings that were anything but inspiring. They lasted forever, tired and inhibited all forms of creativity. They were the meltdown for one Company who makes a living by being creative. Osborn was aware of the threat and remembered the more than 400 year old Indian creativity technique of Prai-Barshana. From their mantra - using the brain to storm a problem - he derived today's brainstorming.

Time in meetings efficiently

The time of the meetings depends on the time for the tasks to be done. In principle, the number of meetings has increased in recent years. In addition, additional tasks may arise from the meeting.

As a leader, you spend more than 50 percent of your time in meetings. This is why it is of central importance to use this time effectively. The success of your meeting lies in the correct preparation and organization as well as in the professional execution.

As much as necessary and as little as possible

Meetings cost valuable working time. This is why it is important for you to make sure that this important work instrument is used in the related time. The following principle applies to meetings:

As much as necessary and as little as possible. In addition, these should be prepared as well and carried out as professionally as possible. Your most important reflection question after every meeting must be: Was the time well invested and you will Team and you one step further?

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One answer to "strategically organizing & holding meetings: solving problems efficiently"

  1. Competencepartner says:

    Conducting Meetings Successfully - Part 1: Solving Problems Efficiently: “Too many meetings s… #Profession #Education

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