Tips & Guides

4 Huge Mistakes Meeting Planners Should Avoid at All Costs

Time-wasting elements are common to many unsuccessful meetings. Save time and money by tracking down and eliminating these four time-wasters:

1. No clear-cut objective

If you hold down an ambiguous route to get to an unclear goal, there’s a good chance the whole team will be lost before the meeting ends. Even a basic agenda, along with supporting documents, can go a long way toward keeping everyone focused.

But beyond the agenda, can the purpose of your meeting be clearly stated in one sentence? This article from Forbes claims that you can save 17 minutes whenever you state your objective at the outset. Then gently remind contributors of the objective if their comments go too far wide of the mark.

2.Attendees with no reason to be there

The more people there are, the less productive most meetings will be. Cut the attendee list to absolute essentials. Business Insider reports that Amazon’s Jeff Bezos has a “two pizza rule.” Never have a meeting where two pizzas couldn’t feed the entire group.

Even effective meetings that accomplish their objective are time-wasters for people who didn’t need to be there. You can save one hour by declining an invitation to a one-hour meeting—if you know that your presence will not influence the outcome.

4. Disregarding breaks

Avoid the mental fatigue by taking a break which is completely unrelated to the meeting itself. If could be a call to a loved one or a walk outside. Don’t just continue the meeting informally with a colleague.

How long and how frequent should the breaks be? That will depend on the gravity and length of the meeting.

Schedule breaks in lengthy meetings and stick to that schedule.

Nellie Akalp, writing for Mashable, points out that our brains simply do not cope well with extended focus for long periods without a break. An hour or two of concentration will reduce most people’s mental sharpness, and the effectiveness of the meeting.

4.Digital distractions

Some organisations have gone so far as to ban electronic devices from meetings. People communicate better, and so the meeting doesn’t drag.Once you’ve identified and eliminated time-wasters in meetings that you convene, you will have prepared the ground for effective, engaging, and productive meetings. It just may be that you and your team will start looking forward to the next one.

Perhaps the devices themselves are not the problem, but rather the urge to multitask. Fast Company’s Kathleen Owens writes that despite what workers say, they’re not getting real work done or taking notes during the meetings. The devices are often a means of escape from a meeting which they may deem unnecessary, or perhaps just uninteresting. When the meeting is concise, engaging, and collaborative, the devices will demand less attention.

Career Builder reports on a survey where more than 2,000 hiring and HR managers blamed digital distractions as major productivity killers. 52% put most of the blame on mobile phones. So a meeting of, say, 12 people is likely to have in the room 12 phones, and likely one tablet or laptop per person.

Contact the venue booker 0207 7706 7711 for an expert guide

Make Enquiry

If you are looking for a venue, whatever your requirements, we can help save you time and money. Just fill out this short form and one of our team will get back to you within 24 hours to discuss your needs.

By filling in this form you are giving your consent to The Venue Booker and only The Venue Booker retaining your email address for its internal business purposes.

About The Venue Booker

Getting you the best rates in London & the UK

With over 20 years experience in the hospitality industry you can be confident that our expertise and extensive knowledge will ensure the success of your event.

There is no charge for our service. Let us do the work for you.

Tell Me More
Locations
High Quality Venues across London & UK
Capacities
Capacities up to 1,000 Delegates
Get in touch to find out more
+44 (0)20 7706 7711Make Enquiry

Join our Mailing List

Receive exclusive offers, tips and advice from The Venue Booker team by email.

Easy unsubscribe at any time.