Meetings… I’m one of the few people I know who has a healthy respect for well-facilitated meetings. I think they are the most efficient way to dream and strategize and problem solve when more than just me is involved. However, I’m definitely in the minority. Many of the people I know just groan at the mere suggestion of a meeting!
Email seems to be the communication method of choice these days. I admit that I like email. I can check it when it’s convenient for me, answering correspondence even if it’s 6am and the person I’m emailing isn’t out of bed yet, much less thinking about work! But when working with a team of people, email is inefficient. Everyone else shares the same privilege of looking at email when it’s convenient for them–which may not be convenient for me! Days can be wasted waiting for everyone to respond and some will inevitably miss bits and pieces of the conversation thread.
Conference calls are less popular but, in my opinion, a step up on the efficiency scale. At least everyone is present at the same time for the conversation… Or are they? I was on a conference call not long ago when one of the participants was walking down the city street. The traffic noise and his heavy breathing were so distracting that the facilitator asked him to mute his phone so that the rest of us could converse! I doubt he could hear much of what was being said.
Does your team groan when you mention having a meeting? Do you find that some say they will come but don’t, and others just blow it off completely? If this sounds familiar to you, here are three questions you need to ask:
1. What’s the purpose?
- Information impartation? Email, letter, or phone call will suffice.
- Delegation of tasks? Email, letter, or phone call will suffice.
- Collaboration? Good reason! Call the meeting!
2. What’s your motivation?
- Vision casting… Is the vision complete in your mind? Can you see it perfectly?
- Problem-solving… Do you already have the solution for the problem?
Too often we invite people to a meeting ostensibly to develop vision and pathway or to solve a problem, when what we really want is a platform to share our idea and enlist people to get it done. That’s information impartation and delegation of tasks. No meeting required; send an email, letter, or make a phone call.
3. Who are you inviting?
The people who feel valued when they are invited to participate in planning and problem-solving are potential leaders. There will always be people who are happier with an email or phone call asking them to do a task, and that’s perfectly fine. Find the people who want to be involved and who are eager to collaborate. Listen to them, sincerely value their input, invite them to wrestle with your ideas and be willing to entertain theirs!
Work on answering those questions, then come back tomorrow for more about the cure for meeting phobia!