Let’s have a meeting without objectives and an agenda
If I invited you to a meeting with the following description: “Let’s have a meeting without objectives and no agenda?”, would that seem weird to you? Would you even show up to such a meeting? Yet, in my experience many meetings are run this way. They are just not advertised in such a fashion.
Stats About Meetings Without Objectives and Agenda
“Pointless meetings will cost U.S. companies
a whopping $399 billion in 2019”
~ Inc.com
Here are some stats:
- A report on Productivity in Business by Jabra discovered that issues that prevent meetings from adding (more) to productivity include (among others):
- Discussion without direction (51%)
- No objective/agenda (19%)
- The Doodle State of Meetings Report 2019, which surveyed 6,500 professionals in the US, UK and Germany and examined 19 million meetings, states that the top 2 key elements of successful meetings are:
- Setting clear objectives – 72%
- Having a clear agenda – 67%
The Problem – Meetings Without Objectives and Agenda
It is amazing to me how many business meetings are scheduled with just a title and an empty description. Let alone without a clear purpose for the meeting, desired outcomes, or agenda. People show up and half of the time it is not even clear who is the meeting facilitator, but naturally most assume that it is the person who scheduled the meeting.
Regardless, the conversation just begins and dives right into deep details of some topic. Others join the conversation and before you know it 10-15 minutes has gone by. Yet nobody bothered to explain why the meeting was scheduled in the first place, what a desired outcome is, and how the attendees can help create that desired outcome.
Even worse, no one bothered to pause the conversation and ask: “What problem are we trying to solve?”. People just get sucked into the dialogue and keep on going without a clear purpose or agenda.
I used to have a colleague who would show up to a group meeting and in the first 1-2 minutes would bluntly and unapologetically ask: “Why am I here?”. Although some felt intimidated by his direct communication I realized that he was spot on. Without beating around the bush he was basically saying: “I was asked to interrupt my work day and dedicate my time and attention to this group and meeting. I am not sure why that was or how I can add value. My time is valuable and I’d like to know why I should be spending it here, rather than on what I was working on right before the meeting.”
The Bigger Problem of Meetings Without Objectives and Agenda
The bigger problem is that most people are not like my former colleague mentioned above. We get sucked into the vicious cycle of getting together, starting a conversation, and diving deeper and deeper without knowing or asking: “What is the point?”. The goals and outcome are assumed but not stated. This leaves a lot of room for interpretation and mis-interpretation.
This behavior in my experience seems to be fairly universal as I have seen it in various business settings. I am not sure whether it is groupthink, just something we have been conditioned to, something else, or a combination of things. Yet, after getting better and better at running businesses over the last few decades, this is an area which still seems to be lacking quite a bit.
Are you finding that your meetings lack direction, resulting in lost time and missed opportunities?
Running a tech company is challenging, especially when meetings and processes aren’t delivering the results you need. Inefficient meetings can drain your resources, stall projects, and create frustration among your team. If you’re feeling overwhelmed by these issues, you’re not alone. Many companies face these same challenges. That’s where I come in. As a Fractional CTO, I bring years of experience in leading tech teams to help you overcome these hurdles, improve your processes, and drive your company toward success.
6 Ways to Run a More Focused and Purpose-driven Meeting
“There is nothing inherently about meetings that makes them bad, so it is entirely possible to transform them into compelling, productive, and fun activities.” ~ Patrick Lencioni, Author of Death By Meeting
Here are 6 ways to run a more focused and purpose-driven meeting.
1) Meeting Purpose
Before you even think about sending out a calendar invite, ask yourself: Why are we having this meeting? Define the core reason for the gathering. Whether it’s to brainstorm new ideas, solve a specific problem, or align on a project’s next steps, having a well-defined purpose sets the stage for a productive session.
2) Objectives
Objectives are the backbone of any successful meeting. These are the specific, tangible outcomes you want to achieve by the end of the discussion. Are you aiming to finalize a decision? Gather input on a proposal? Assign tasks? Clearly stating the objectives upfront not only gives the meeting direction but also keeps everyone focused on what really matters.
3) Agenda
The agenda is your roadmap for the meeting. It should outline the key topics to be covered, in the order of priority, and allocate a time slot for each. A well-structured agenda ensures that all necessary points are addressed and prevents the conversation from veering off track. Share the agenda with participants ahead of time so they can come prepared, and be sure to stick to it during the meeting.
4) Participation
A meeting is only as good as the contributions of its participants. To maximize engagement and effectiveness, make it clear how each attendee can contribute towards the meeting’s objectives. This might mean assigning roles, like a facilitator or note-taker, or simply encouraging input from quieter team members. When everyone knows their role and feels empowered to participate, the meeting becomes a collaborative effort rather than a one-sided monologue.
5) Communication
Effective communication is the foundation of any successful meeting. Take a few minutes at the beginning to walk the group through the key points: purpose, objectives, agenda, and participation. This ensures everyone is on the same page from the start and understands the meeting’s direction and their role in it. By clearly communicating these elements upfront, you set the tone for a focused and productive discussion, minimizing confusion and keeping the meeting aligned with its intended goals.
6) Discipline
Discipline is crucial for keeping meetings efficient and on point. Stick to the agenda, and avoid getting sidetracked by unrelated topics or going down rabbit holes. If a new issue arises that’s not directly related to the meeting’s objectives, acknowledge it and suggest addressing it in a separate meeting or offline. This ensures that the meeting stays focused and that the time spent together is used wisely.