Most Meetings Should Last Less Than An Hour

Writen by Greg Ballard

There are not many bigger wastes of time than meetings, unless you plan them well. Meetings on a particular topic or periodic informational meetings are fine as long as there is a format that is strictly followed and chatter is kept to a minimum. These types of meetings may last no more than ten to fifteen minutes or may last up to an hour. If they routinely last an hour or longer, then you want to re-examine your format or the purpose of the meeting.

For a meeting to discuss a particular topic, send out preliminary information to be read prior to the actual meeting. Ensure they read it (yes, ask them beforehand if they have read it); this will focus everyone. Have an agenda that you pass out at the beginning of the meeting and stick to it. Encourage everyone to participate to get the best ideas; this will also help your future meetings as everyone will feel they have a stake in the decision-making process. However, rein in chatter that is getting off topic.

For a routine informational meeting, send out the agenda ahead of time (normally two working days is fine) and also bring copies of the agenda to the meeting. Stick to the agenda, rein in chatter, and do not allow the meeting to become a drawn out bull session.

If you have scheduled a one hour meeting and you are finished in fifteen minutes, that is perfectly fine. Do not drag out the meeting just because you have scheduled more time.

When you have the information you need, dismiss the meeting. Let whoever wants to linger to do so, but let those who must go depart the meeting at a definite ending point. After a few meetings like this, your people will become familiar with the format and your expectations. You will actually get more input because your smart, hard-working people will know they will not be there indefinitely, and therefore will not be afraid to contribute ideas.

Sometimes there are major decisions that may require more than an hour for a meeting; however, these meetings should be the exception, not the rule.

Do not confuse these suggestions about meetings with brainstorming sessions. Brainstorming sessions should be freewheeling. The information above relates solely to meetings to discuss a particular topic and routine informational meetings.

Drawing on his experiences in the U. S. Marines, in the corporate world, and as a small business owner, Greg Ballard has published his book Small Unit Leadership, a concise, yet definitive guide for new, junior, and middle level leaders. His accumulated knowledge and insights greatly benefit not only individuals in positions of responsibility, but also those companies or organizations that have multiple levels of leadership. His website is smallunitleadership.com