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Meetings: From Wasteful to Successful
Cheryl Lee • June 2015
© 2015 Global Knowledge Training LLC. All rights reserved. 2023-04-15 Page 2
About the Author – Cheryl Lee
PMP, PMI-PBA and CBAP CertifiedHighly experienced business analysis
and project management practitioner and trainer
Served on IIBA Toronto Chapter board of directors
Co-founder and co-chair of PMI-SOC Business Analysis Community
Co-author of the soon to be published book “Effective PM and BA Role Collaboration” (2015), J. Ross
© 2015 Global Knowledge Training LLC. All rights reserved. 2023-04-15 Page 3
Agenda
Impact of ineffective meetingsTips to run effective and
engaging meetingsAdvice for meeting goers to
get the most out of a meetingQ & A
Impact of Ineffective Meetings
On average, what percentage of the day do you spend in meetings?
a) 1%-30%
b) 31%-50%
c) >50%
Discussion
© 2015 Global Knowledge Training LLC. All rights reserved. 2023-04-15 Page 6
Ineffective Meetings Waste Time and Money
More than $37 billion per year is spent on unproductive meetings
More than 25 million meetings per day in the U.S.
Middle managers spend
35% of their time in meetings
Upper management
spends 50% of their time in meetings
More than 67% of meetings are considered a waste of time
© 2015 Global Knowledge Training LLC. All rights reserved. 2023-04-15 Page 7
Time Spent in Meetings Increasing Year over Year
What are some of the culprits of unproductive meetings?
Discussion
© 2015 Global Knowledge Training LLC. All rights reserved. 2023-04-15 Page 9
Causes of Unproductive Meetings - #1
92% admitted to multitasking during a meeting
41% admitted to multitasking “often” or “all the time”
69% admitted to checking email
49% admitted to doing other, unrelated work
© 2015 Global Knowledge Training LLC. All rights reserved. 2023-04-15 Page 10
Causes of Unproductive Meetings - #2 and #3
#2 Remote participants are not engaged
#3 Lack of planning and structure
Tips to run Effective and Engaging Meetings
© 2015 Global Knowledge Training LLC. All rights reserved. 2023-04-15 Page 12
Avoid Serial Meetings
Meetings give the Perception of Progression
Ask yourself the following before scheduling the next meeting:
Is a meeting really necessary?
Explore other options requiring less time from participants – independent research, targeted interviews
© 2015 Global Knowledge Training LLC. All rights reserved. 2023-04-15 Page 13
Avoid Meetings for the Sake of Meeting – Status Meetings
Average time spent per week preparing for a status meeting
4 hours
1. Use the time for forward thinking instead of focusing on the past• Do not waste time summarizing the status report, use the time to discuss any challenges or
potential risks and elicit ideas to solve for them2. Conduct your status meeting more like a scrum meeting regardless of methodology used
• Keep the meeting short/stand-up meetings• Have each team member answer the 3 key questions:
1. What did you do yesterday (or last week)?2. What will you do today (or this week)?3. Are there any impediments in your way?
© 2015 Global Knowledge Training LLC. All rights reserved. 2023-04-15 Page 14
Take the time to Plan
Tips for preparation:1. Block time off in your calendar for the prep work2. Prepare any supporting documents ahead of time – never show up with a blank piece of paper
• Document analysis – reviewing any existing documentation• Pre-alignment interviews• Observation sessions
3. Include a detailed agenda in the invitation4. Think about how to make the meeting more engaging and interactive
If you do not have time for proper preparation, then you are not ready for a meeting – do not waste everyone’s time!
When setting up a meeting, take into consideration the time it takes to prepare for the meeting.It will likely take more time than the meeting itself.
© 2015 Global Knowledge Training LLC. All rights reserved. 2023-04-15 Page 15
Ideas to Make the Meeting more Engaging
1. Schedule shorter/stand up meetings
2. Ensure you have the right people invited
• Be clear about who is required vs optional
3. Start and stop on time
4. Stick to the agenda
• Have meeting goals readily available to point to in case the meeting goes off
track
5. Take notes visually - everyone can follow along and see action items
© 2015 Global Knowledge Training LLC. All rights reserved. 2023-04-15 Page 16
Ideas to Make the Meeting more Engaging
6. Prepare visual models
to disseminate
information
• This will help ensure
everyone is on the
same page
© 2015 Global Knowledge Training LLC. All rights reserved. 2023-04-15 Page 17
Ideas to Make the Meeting more Engaging
7. Use collaborative games to elicit information
• Get participants to move around the room
• Instead of facilitator documenting everything
participants take ownership
• http://gamestorming.com/
Customer Centric
Affinity Diagram
Why Who How
Carousel
Do you have any experience with collaborative games?
Discussion
© 2015 Global Knowledge Training LLC. All rights reserved. 2023-04-15 Page 19
After the Meeting
What Who How
Take the Time to Synthesize Information Before Scheduling
a Follow Up
Advice for Meeting Goers to get theMost out of a Meeting
© 2015 Global Knowledge Training LLC. All rights reserved. 2023-04-15 Page 21
The Average Meeting Goer...
Daydreams during the meeting
91%
Falls asleep during the meeting
39%Skips the meeting
altogether
96%
Multitasks during the meeting
92%
© 2015 Global Knowledge Training LLC. All rights reserved. 2023-04-15 Page 22
The “DO” List
1. DO determine if you are truly required for the meeting
2. DO ask for an agenda if one was not provided
• Ask questions if you are still not sure what the meeting is about to determine
if you are required
3. DO allocate time to complete any necessary pre-work
• Block off time in your calendar to do this or risk having to
schedule a follow up meeting
© 2015 Global Knowledge Training LLC. All rights reserved. 2023-04-15 Page 23
The “Do NOT” List:
1. Do NOT attend the meeting just in case there is a question for you
2. Do NOT multitask
• If you have time to multitask during the meeting, you probably shouldn’t have
been there in the first place
3. Do NOT hijack the meeting to discuss unrelated topics
• If you have an agenda item, speak to the meeting organizer
ahead of time to see if it is appropriate to be added
© 2015 Global Knowledge Training LLC. All rights reserved. 2023-04-15 Page 24
Q & A
© 2015 Global Knowledge Training LLC. All rights reserved. 2023-04-15 Page 25
Continue the conversation:
@GKCanada
@BAPMCherylLee
© 2015 Global Knowledge Training LLC. All rights reserved. 2023-04-15 Page 26
Sources
https://www.themuse.com/advice/how-much-time-do-we-spend-in-meetings-hint-its-scary
https://www.atlassian.com/time-wasting-at-work-infographichttp://gamestorming.com/
Thank You
If you enjoyed this presentation, you might be interested in the following courses:
Making the Most of Your Project MeetingsExcelling at Facilitation
Effective Facilitation for Business Analysts