How to Cut 17 Minutes from Every Meeting

culled from:wobi.com

Imagine that you have a meeting scheduled for 60 minutes, but you only have 45 minutes worth of content to fill that meeting. How long does that meeting last? Typically, it lasts the full 60 minutes. What if you only have 35 minutes worth of content for a scheduled 60 minute meeting? In most workplaces, the meeting still lasts 60 minutes. How about 25 minutes of content? Don’t worry; you’ll still be there for 60 minutes. And what if you actually had 60 minutes worth of content? In that case, your meeting would probably take 90 minutes!

For you scientist types, you learned in physics class (thanks to Boyle and Bernoulli) that a gas will expand to fill the available space (for example, there’s not a little pocket of oxygen in the middle of your office right now; it’s expanded to fill your entire office). Well, in more ways than one, meetings are like gas; they will expand to fill whatever space you give them.

Why do most meetings last 60 minutes, regardless of how much content there is? It’s because we usually don’t have any way other than time to indicate when the meeting is over. Our schedule said we have a one-hour meeting, so it’ll be done when that hour is expired. Regardless of the company, industry, size, geography, type of meeting, etc., meetings all seem to take 60 minutes. It turns out that meetings take 60 minutes because we don’t have a way of measuring when we’ve accomplished our objective. Instead of clear objectives, all we’ve got is a calendar entry that says this is a 60-minute meeting.

We recently conducted a study that analyzed meetings. In one part, we asked people coming out of meetings whether the meeting they just attended had accomplished its original objective. Sadly, the most common response wasn’t “yes”, and it wasn’t “no.” The most common response was, “I have no idea.”  The overwhelming majority of meeting attendees can’t tell you the real objective of a particular meeting. Sure, they sit through lots of meetings, some of which even have agendas, but they still can’t articulate the actual objective of the meeting.

This causes two big problems. First, if you don’t know the real objective of the meeting, it’s pretty hard to assess whether the meeting was a success or failure. Second, if you can’t describe the objective, you don’t know when you’ve achieved that objective. And that means that you don’t know when you can tell all the participants, “Hey Gang, we just accomplished our objective, so let’s get the heck out of here.”

How do you fix this (and cut the wasted time out of your meetings)? Very simply, you write a Statement of Achievement for every single meeting (including conference calls, etc.). A Statement of Achievement is one sentence that says, “As a result of this meeting, we will have achieved _______ [insert your objective here].” It’s not complicated; it’s just a statement that tells you what this meeting needs to achieve before we can adjourn and go back to whatever we should be doing. And if you can’t identify a hyper-specific achievement that defines the meeting, you should cancel that meeting.

There’s no “good” or “bad” regarding what your Statement of Achievement seeks to achieve, the only criteria is that it lets everyone in the meeting know exactly when you’ve successfully achieved the purpose of the meeting. Time is not a good metric for assessing the success of a meeting. But agreeing on a price for the proposal, picking a color for the new product, settling on a new location, or completing 10 employee reviews, are all viable Statements of Achievement. And they’ll tell you exactly when you’ve achieved success (so you can leave the meeting and go accomplish some other work).

Here’s a startling revelation: Every one of our clients that implements this simple technique saves, on average, 17 minutes from every meeting. (How much time could YOU save every single day if you could shorten every 1-hour meeting by 17 minutes?) It turns out that most 60-minute meetings do NOT have 60 minutes worth of content. And even when they do, if you tell people that the meeting ends as soon as they achieve their objective, they cut out all the nonsense and chit-chat and focus like a laser beam on achieving that objective.

Too many meetings are seen as a waste of time. But if you can eliminate the wasted time from your meetings, using the Statement of Achievement, everyone will be more productive and much happier.