Meetings are the third major time waster in the world of work. As much as 50% of working time is spent in meetings, either group meetings or one-on-one meetings. In the estimate of almost everyone, at least 50% of this time is wasted. This means that as much as 25% of all working time is lost in meetings of one kind or another.

However, meetings are not an evil. Meetings are a necessary business tool for exchanging information, solving problems, and reviewing progress. But they must be managed and they must be used effectively.

Here are 7 ways to increase the efficiency and improve the results of meeting time:

1. Is the meeting necessary?
Many meetings turn out, in retrospect, to be unnecessary. There are other ways to achieve the same goal. Something you can achieve it by circulating a memo. You can have a conference call. You can speak to people individually. You can even postpone it to another meeting or another time altogether.

If a meeting is not necessary, avoid holding it whenever possible. If the meeting is necessary, then ask, “Is it necessary for me to attend this meeting?” If it is not necessary for you to attend, don’t go in the first place. If it is not necessary for someone else to attend a particular meeting, make sure that he knows he does not have to be there.

2. Write an agenda.
If you have determined that the meeting is necessary, establish a clear purpose for the meeting, and write up an agenda. An excellent time management tool is for you to write a one-paragraph statement of purpose for the meeting. Start with this sentence: “We are having this meeting to achieve this specific goal.” Then, write out the objective of the meeting.  This is a tremendous discipline.

Make out an agenda or a list of everything that has to be covered in the meeting. Next to each item, put the name of the person who is expected to address that particular issue. Distribute the agenda, if possible, at least twenty-four hours in advance so that each person knows what she will be expected to contribute. You want everyone to know what the objective of the meeting is and what will be discussed. This applies to one-on-one meetings with your boss, with your subordinates, with your customers, with you suppliers, and whoever else.

3. Start and stop on time.
Set a schedule for the beginning of the meeting, and set a time for the end of the meeting. If the meeting is going to run from eight until nine, start it at 8 o’clock sharp and end it at nine o’clock sharp. The worst types of meetings are the ones that start at a specific time but have no clearly determined ending time.

Here is another rule: Don’t wait for the latecomer. Assume the latecomer is not coming at all and start at the designated time. It is unfair to punish the people who are on time by making them wait for the person who gets there late, if at all. Many companies establish the policy of locking the meeting room from the inside at the exact time the meeting is scheduled to start. The people who show up late are not allowed in. you can be sure that they don’t show up late the next time.

4. Cover important items first.
When you draw up the agenda, apply the 80/20 rule. Organize the agenda so that the top 20% of items are the first items to be discussed. This way, if you run out of time, you will have covered the items that represent 80% of the value of the meeting before the time runs out.

5. Summarize each conclusion.
When you discuss each item on your meeting agenda, summarize the discussion and get closure. Get agreement and completion on each item before you go on to the next one. Restate what has been decided upon and agreed to with each item before you proceed.

6. Assign specific responsibility.
If you have made a decision, assign responsibility for the specific actions agreed upon and set deadlines. Remember, discussion and agreement without an assignment of responsibility and a deadline for the completion is merely a conversation. Be clear about who is going to do what and when.

7. Keep notes and circulate minutes.
A key to getting maximum effectiveness from meetings is to keep accurate notes and to circulate the minutes of the meeting within twenty-four hours, whenever possible. The person who keeps accurate minutes from a meeting that can be pulled out a week or a month later can resolve a lot of potential misunderstandings. Agendas prepared in advance, followed by meeting minutes prepared shortly afterward, ensure that everyone is clear about his agreed-upon responsibilities and deadlines.

What makes a meeting ineffective?

Many factors can undermine the success of a business meeting, so here Maguire Training shares seven common causes of ineffective meetings and how to overcome them.

Vital meeting participants aren't in attendance
Invite only those people who are most closely involved and will have the most to contribute in respect of the subject and purpose of the meeting. Take care to schedule the meeting at a mutually convenient time for all and provide ample notice and reminders.

Participants arrive unprepared for the meeting
Prior to the meeting date, information including an agenda, details of the scope of the meeting and its required goals and outcomes should be circulated to all participants in sufficient time for them to prepare.

The meeting is unfocused and directionless resulting in wasted time
Ensure that a suitable chairperson is selected who can lead the meeting, keep order, encourage each participant has the opportunity to contribute and ensure that timekeeping and focus are maintained.

The meeting has no clear starting point from which to progress
It is incumbent upon the chairperson to open the meeting by concisely reiterating the scope and purpose of the meeting, the desired outcome and the contributions expected from members. Introduction concluded, the chairperson should then begin the discussion from the first point on the agenda.

Distractions, interruptions and off-topic conversations cause lost time
The meeting should be located in an environment where interruptions are unlikely and ground rules should be set by the chairperson, such as turning off mobile phones and laptops for the duration of the meeting. Wandering conversation should be addressed and participants politely but firmly steered back to the topic at hand.

Important ideas, opinions, solutions and decisions are lost  

A 'secretary' should be appointed prior to the meeting's commencement, tasked with taking notes, recording decisions and compiling detailed and accurate minutes for distribution to all of the participants following the meeting. 

Insufficient meeting follow-up results in inactivity and lack of progress
Along with the minutes, participants should be issued with a summary of the meeting's achievements and any agreed actions along with timescales for completion. After a suitable interval progress updates may be obtained either at a further meeting or via individual submissions from action holders.
Meetings are an essential part of the running and development of any business but they must be properly arranged, conducted and followed-up in order for them to be of maximum benefit.