These myths have cost companies billions of dollars in
wasted payroll money.
Myth #1) Structure spoils spontaneity.
I once attended a two-day long disaster that easily cost
over $40,000. Thirty people spent the first hour seeking an issue to discuss, and
then spent the next 15 hours arguing over insolvable problems. When I asked the
manager who called the meeting, "Where's the agenda?" the reply was,
"I didn't want to spoil the spontaneity by imposing a structure."
Scenario: If spontaneity were a universally sound business
practice we would build buildings without blueprints. Of course, no smart
business leader works without a plan.
Walk Through: Set a goal and then prepare an agenda.
Ideally, this agenda should be so clear, complete, and specific that someone
else could use it to lead the meeting to obtain the accomplish the goal.
Myth #2: Since it's my meeting I should do all the talking.
Some meetings are run like a medieval court. The chairperson
sits on a verbal throne while the subjects sit in respectful silence. The big
talker justifies this by thinking: if the other people in the meeting knew
anything worthwhile, they'd be leading the meeting.
Scenario: If you're the only one talking, you're working too
hard. In addition, realize that most people protect themselves from extended
monologues by sending their thoughts off on a holiday. That is, no one is
paying attention to you: they're busy daydreaming, doodling, or dreaming.
Walk Through: Convey large amounts of information by a memo
or email. Call a meeting based on participant driven activities that test
or reinforce comprehension.
Myth #3: Meetings are free.
Most meetings are paid for with soft money. That is, it's
money that has already been spent for wages. In addition, no purchase request
is necessary. No budget needs to be approval. All one has to do is call a
meeting.
Scenario: Meetings are very expensive. They use people's
time, and payroll is the largest part of running a business. When people hold
bad meetings, they waste the most important resource in a business - the time
people that spend working to earn a profit for the company.
Walk Through: Design meetings to earn a profit. After all, a
meeting is a business activity, not a company picnic.
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Conducting any meeting in any organization is one of the major tasks
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