Why do so many organizations feel the need to fill 30 minutes, an hour, or even longer to inform their teams of status updates, events, etc.? I believe these organizations use these meeting durations because they are the defaults of many calendar programs and people, for whatever reason, feel a need to keep everyone for the entire time. This is typically due to an inefficient use of time during the meeting. Sure, in some cases, that is much to discuss and more time is warranted.
At David Ramthun Group, we typically try to target 10 minutes for meetings, especially when these happen daily or every couple of days during a project. To me this helps to increase overall efficiency. This does tend to work best with smaller groups, so it works very well for the project teams we lead. If the project team is too large for the 10 minutes window, I adjust accordingly and use the same agenda and relative timings. In projects, we really do not want to split up the team to hold separate update meetings to meet our 10 minute criteria. This can have an adverse affect on the teams effectiveness.
So, what can we do in a 10 minute meeting?
Address any issues that came up the day before
Assign actions items for the day
Answer questions -- perhaps let the project team submit questions the day before
Address rumors that may be bubbling up to the surface
Acknowledge yesterdays achievements
Get ideas on an upcoming project -- each team member has 30 seconds to present theirs
Plan meetings -- what items need more in-depth discussion and assign this to someone as the lead
Review progress on the weeks goals -- typically there is a one hour goal setting meeting on Monday and the 10 minute meetings help keep the team on track
How does a 10 minute meeting increase efficiency?
Taking these 10 minutes each day can save hours by answering the same question for many different people, checking on individual progress, squashing rumors, ensuring your team is on track and arranging other meetings for issues that need additional discussion.
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