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Meetings, @&!!$*@ Meetings!

Meetings, @&!!$*@ Meetings!

In the list of activities that waste time and cause worthless frustration at work, meetings rank near the top, just below performance appraisals and preparing budgets.

There you are, stuck in a meeting you don’t want to attend, thinking of all the work piled up on your desk, while you half listen to someone droning on endlessly about a topic you have no interest in. When the meeting finally ends, less than half the agenda has been completed and everyone gets out their calendars to arrange yet another time to meet.

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Worse still, many meetings seem never to result in any clear decision at all, leaving you wondering why people came together in the first place. Some people spend most of their normal working day in meetings of one kind or another. The only time available to do their own work is either very early in the morning, before the first meeting is scheduled, or late in the evening when they should be relaxing at home.

Why do organizations allow such a continual waste of time and energy?

The first reason, I believe, is simple: rampant distrust.

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  • Top executives don’t trust their subordinates to be competent enough to take full charge of important projects. They therefore require them to involve others in their decisions, in the belief this will guard against expensive errors.
  • Powerful colleagues don’t trust one another not to undermine their position in some way, so they insist on being “kept informed” before decisions are made—usually by demanding a meeting is held, then sending a subordinate who can stop unwanted progress and report back on suspicious activities.
  • Departments trust other departments even less. Same result, times ten.
  • People in general don’t trust others not to say something bad about them behind their backs, so they want to be there to defend themselves. (It’s a waste of time. People will always bad-mouth you, if they want to. They simply find another occasion when you aren’t there.)
  • Auditors don’t trust anyone (except themselves) with money, so they require decisions on expenditure to be made in committee, where others are always watching—often jealously. (It didn’t work too well in recent high-profile corporate corruption cases, did it? And weren’t the auditors involved in those shenanigans too?)
  • It’s always been that way. No one wants to take the risk of doing things differently, because they know there is one area in which they can trust others without question: to pile all the blame on them if anything goes wrong.

The secondary reason is less negative: a belief that many heads are always better than one.

This has some truth when it’s a matter of generating ideas. If the purpose is to get something done, many heads just about always slow things down. It’s amazing how easily a group of people can find delays and problems if they put their collective minds to it.

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Then there’s a earch for consensus: that over-worked concept that appears to produce decisions to everyone’s satisfaction; while usually ensuring the only decision possible is one that offends nobody—because it’s harmless, conventional and unlikely to work anyway. Consensus is nice to have, but it’s rarely essential. If the proposed action is new and unfamiliar, it’s unlikely consensus is even possible in advance.

Many meetings may be unavaoidable, but here’s how to avoid adding to the plague of meetings yourself:

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  • There are only three genuine reasons for a meeting:
  1. You wish to gather ideas and thoughts from those present.
  2. People have concerns about some topic and you are ready to answer them in person and immediately.
  3. A group of people wish to come together to celebrate a success or support one another in adversity.
  • If you have any other reason for holding a meeting, choose a more appropriate way to communicate. For example, merely passing information is typically better handled by memo, e-mail or some other document. If you can’t—or won’t—answer questions right away, collect questions by interview, in writing, or by telephone, and answer them only when you’re ready.
  • If any of these are your true reasons for holding a meeting, cancel it immediately:

    • You always have one. (Now’s the time to stop.)
    • You think people like to have meetings. (Sorry. They don’t.)
    • It’s a good way to set priorities and get everyone motivated. (It isn’t.)
    • It builds team spirit. (It doesn’t.)

    Meetings can be useful, but only if they’re held for good reasons (see above), are well managed, and last not one second longer than is absolutely necessary. In any other circumstances, they’re more likely to be a blight on everyone’s day. Give them up. Everyone will thank you—except those few who like to interfere in other people’s jobs as an excuse for not getting on with their own.

    P.S. Public and academic bodies are even worse. Only a public body could invent the Steering Committee, to oversee the Working Party, which discusses the eventual reports of one or more Study Groups, which first receive input from a series of sub-committees, which base their findings on expert staff reports almost none of the members understand fully anyway.

    Adrian Savage is an Englishman and a retired business executive who lives in Tucson, Arizona. You can read his serious thoughts most days at Slow Leadership, the site for anyone who wants to bring back the taste, zest and satisfaction to leadership; and his crazier ones at The Coyote Within.

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    Last Updated on September 16, 2019

    How to Stop Procrastinating: 11 Practical Ways for Procrastinators

    How to Stop Procrastinating: 11 Practical Ways for Procrastinators

    You have a deadline looming. However, instead of doing your work, you are fiddling with miscellaneous things like checking email, social media, watching videos, surfing blogs and forums. You know you should be working, but you just don’t feel like doing anything.

    We are all familiar with the procrastination phenomenon. When we procrastinate, we squander away our free time and put off important tasks we should be doing them till it’s too late. And when it is indeed too late, we panic and wish we got started earlier.

    The chronic procrastinators I know have spent years of their life looped in this cycle. Delaying, putting off things, slacking, hiding from work, facing work only when it’s unavoidable, then repeating this loop all over again. It’s a bad habit that eats us away and prevents us from achieving greater results in life.

    Don’t let procrastination take over your life. Here, I will share my personal steps on how to stop procrastinating. These 11 steps will definitely apply to you too:

    1. Break Your Work into Little Steps

    Part of the reason why we procrastinate is because subconsciously, we find the work too overwhelming for us. Break it down into little parts, then focus on one part at the time. If you still procrastinate on the task after breaking it down, then break it down even further. Soon, your task will be so simple that you will be thinking “gee, this is so simple that I might as well just do it now!”.

    For example, I’m currently writing a new book (on How to achieve anything in life). Book writing at its full scale is an enormous project and can be overwhelming. However, when I break it down into phases such as –

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    • (1) Research
    • (2) Deciding the topic
    • (3) Creating the outline
    • (4) Drafting the content
    • (5) Writing Chapters #1 to #10,
    • (6) Revision
    • (7) etc.

    Suddenly it seems very manageable. What I do then is to focus on the immediate phase and get it done to my best ability, without thinking about the other phases. When it’s done, I move on to the next.

    2. Change Your Environment

    Different environments have different impact on our productivity. Look at your work desk and your room. Do they make you want to work or do they make you want to snuggle and sleep? If it’s the latter, you should look into changing your workspace.

    One thing to note is that an environment that makes us feel inspired before may lose its effect after a period of time. If that’s the case, then it’s time to change things around. Refer to Steps #2 and #3 of 13 Strategies To Jumpstart Your Productivity, which talks about revamping your environment and workspace.

    3. Create a Detailed Timeline with Specific Deadlines

    Having just 1 deadline for your work is like an invitation to procrastinate. That’s because we get the impression that we have time and keep pushing everything back, until it’s too late.

    Break down your project (see tip #1), then create an overall timeline with specific deadlines for each small task. This way, you know you have to finish each task by a certain date. Your timelines must be robust, too – i.e. if you don’t finish this by today, it’s going to jeopardize everything else you have planned after that. This way it creates the urgency to act.

    My goals are broken down into monthly, weekly, right down to the daily task lists, and the list is a call to action that I must accomplish this by the specified date, else my goals will be put off.

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    Here’re more tips on setting deadlines: 22 Tips for Effective Deadlines

    4. Eliminate Your Procrastination Pit-Stops

    If you are procrastinating a little too much, maybe that’s because you make it easy to procrastinate.

    Identify your browser bookmarks that take up a lot of your time and shift them into a separate folder that is less accessible. Disable the automatic notification option in your email client. Get rid of the distractions around you.

    I know some people will out of the way and delete or deactivate their facebook accounts. I think it’s a little drastic and extreme as addressing procrastination is more about being conscious of our actions than counteracting via self-binding methods, but if you feel that’s what’s needed, go for it.

    5. Hang out with People Who Inspire You to Take Action

    I’m pretty sure if you spend just 10 minutes talking to Steve Jobs or Bill Gates, you’ll be more inspired to act than if you spent the 10 minutes doing nothing. The people we are with influence our behaviors. Of course spending time with Steve Jobs or Bill Gates every day is probably not a feasible method, but the principle applies — The Hidden Power of Every Single Person Around You

    Identify the people, friends or colleagues who trigger you – most likely the go-getters and hard workers – and hang out with them more often. Soon you will inculcate their drive and spirit too.

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    As a personal development blogger, I “hang out” with inspiring personal development experts by reading their blogs and corresponding with them regularly via email and social media. It’s communication via new media and it works all the same.

    6. Get a Buddy

    Having a companion makes the whole process much more fun. Ideally, your buddy should be someone who has his/her own set of goals. Both of you will hold each other accountable to your goals and plans. While it’s not necessary for both of you to have the same goals, it’ll be even better if that’s the case, so you can learn from each other.

    I have a good friend whom I talk to regularly, and we always ask each other about our goals and progress in achieving those goals. Needless to say, it spurs us to keep taking action.

    7. Tell Others About Your Goals

    This serves the same function as #6, on a larger scale. Tell all your friends, colleagues, acquaintances and family about your projects. Now whenever you see them, they are bound to ask you about your status on those projects.

    For example, sometimes I announce my projects on The Personal Excellence Blog, Twitter and Facebook, and my readers will ask me about them on an ongoing basis. It’s a great way to keep myself accountable to my plans.

    8. Seek out Someone Who Has Already Achieved the Outcome

    What is it you want to accomplish here, and who are the people who have accomplished this already? Go seek them out and connect with them. Seeing living proof that your goals are very well achievable if you take action is one of the best triggers for action.

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    9. Re-Clarify Your Goals

    If you have been procrastinating for an extended period of time, it might reflect a misalignment between what you want and what you are currently doing. Often times, we outgrow our goals as we discover more about ourselves, but we don’t change our goals to reflect that.

    Get away from your work (a short vacation will be good, else just a weekend break or staycation will do too) and take some time to regroup yourself. What exactly do you want to achieve? What should you do to get there? What are the steps to take? Does your current work align with that? If not, what can you do about it?

    10. Stop Over-Complicating Things

    Are you waiting for a perfect time to do this? That maybe now is not the best time because of X, Y, Z reasons? Ditch that thought because there’s never a perfect time. If you keep waiting for one, you are never going to accomplish anything.

    Perfectionism is one of the biggest reasons for procrastination. Read more about why perfectionist tendencies can be a bane than a boon: Why Being A Perfectionist May Not Be So Perfect.

    11. Get a Grip and Just Do It

    At the end, it boils down to taking action. You can do all the strategizing, planning and hypothesizing, but if you don’t take action, nothing’s going to happen. Occasionally, I get readers and clients who keep complaining about their situations but they still refuse to take action at the end of the day.

    Reality check:

    I have never heard anyone procrastinate their way to success before and I doubt it’s going to change in the near future.  Whatever it is you are procrastinating on, if you want to get it done, you need to get a grip on yourself and do it.

    More About Procrastination

    Featured photo credit: Malvestida Magazine via unsplash.com

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