Reunionitis is practically the deadliest pandemic any company has ever seen. It is known that up to 40% of the time is wasted on unproductive encounters from which nothing is gained.
In times of remote or hybrid work, the overabundance of unfounded meetings with the excuses of the following has overwhelmed the agendas of CEOs, executives, managers, and teams.
In case of doubt, the teams are relieved of unproductive or unnecessary meetings. This is reflected in an article by MIT Sloan Management Reviewwhere they call it the “Reunion Recovery Syndrome,” which is neither more nor less than the time it takes people to recover mentally and emotionally after a bad reunion.
So who can save us?
The answer lies in learning the micro-meeting technique, in which decisions are reviewed, discussed and made within a maximum of 10, 15 or 20 minutes that previously took 2, 3, 4 hours and even whole days.
Of course, on strategic issues that require other types of dynamics, the largest calls will continue to coexist. In many of the companies I work with, this format has become the exception rather than the norm, with very short and effective encounters prevailing.
- Related: No two-hour meetings! Here are 13 tips for being productive from home
How micro-meetings work
The first thing to do is check whether the problem deserves a discussion or can be resolved in some other way: e.g. E.g. an audio call, email, or sharing a document to get comments from others. It is estimated that around 15% to 20% of sessions could be eliminated by implementing alternative forms.
A micro-meeting is a meeting that only the indispensable people attend. not even those they would like them to: but strictly speaking, who should attend, and all of them are geared towards high effectiveness. That means there’s no room for excuses, late arrivals, cell phones turned on, or distractions.
The limited duration allows you to get straight to the main focus of the problem. There is no distraction and no time to avoid the bush.
Where to start The suggestion is to start with meetings of 15 minutes. This is more than a reasonable time to pursue at least the 4 or 5 priority topics of the day at a rate of about 3 minutes per topic.
A short greeting and to the point; no coffee anecdotes in between. Special situations, problems with someone on the team, and personal challenges can be addressed outside of this area.
I recommend that there is a person in the role of Timekeeperwho uses a stopwatch to keep the time accurate and informs the exhibitor how much time he has left. The last warning occurs 30 seconds before. It sounds very demanding and yes it is! It’s about not wasting time anymore, which is a lot of money for businesses and a wear and tear on people.
Host a micro-meeting
Having a professional micro-meeting organization is essential to get started. The call needs to be sent at least 48 hours in advance only to those people who are directly involved in the topics to be discussed. and clearly state that the meeting will start and end on time.
In the invitation, it is important to indicate the agenda to be addressed and the dynamic to be followed, e.g. B. the order and how much time each person has to present their part. All topics will be the priority ones only; Redundant or minor impacts that can be delegated are not taken into account. Relevance is given by importance, not urgency.
Once this is done, one of the people present is responsible for broadcasting the decision in the 12 hours after the rest to a control body, internal program or monitoring app, or the classic minute that will at most circulate.
In this follow-up, you can copy people who weren’t there and it’s important that they are aware of that. Please avoid copying over in any case, as this will hinder the flow of communication after the micro-meeting.
How do I determine the duration and frequency?
This aspect depends on the corporate culture and the topics to be dealt with. With micro-meetings, the aim is to make the meetings much more effective.
For example, a 10-minute meeting is enough to set guidelines for prioritizing and taking actions during the day. There are even companies that do it standing up. A 15-minute meeting is enough to review a supplier’s proposal and make a decision as to whether it has been previously analyzed and worked very well in the relevant areas. In other words, in order for the micro-meetings to work, each person must complete the tasks that are appropriate to them promptly and without delay.
Another aspect to consider is frequency: in the current remote working format, organizations are considering the need to avoid as many video calls as they did before, as it depletes people whose service threshold has dropped significantly. It is known that in front of the screens today they have a flow of attention that varies every 2 or 3 minutes. This is a challenge for those leading the meeting: we need to keep everyone alert and in the proposed dynamic.
This is easier to achieve in micro-meetings as it increases willingness and collaboration to adjust to the scheduled time.
And how many mic should be made? The absolutely necessary, without exaggeration. Remember: there are topics that don’t require a meeting.
As we can see, it’s not just about the length of the meetings, but also that they are used, organized, and fully productive.
To achieve this, it is necessary to establish clear corporate guidelines, training in productivity and time management, and optimizing resources, with time being precisely one of the scarcest non-renewable assets. And that’s why it’s so valuable. So why waste it when there are alternative ways to hold effective meetings?
- Read: How to Stop Being a Workaholic and Limit Your Work Hours