Measuring effectiveness of meetings at Workplaces

Measuring effectiveness of meetings at Workplaces

After the effect of the New Year celebrations wore off, I was again back in my study. And, this time, my “self-conversation” went back to analysing the kind of meetings that we have in workplaces.

What emerged was,

A) Meetings can be categorised in a 4-quadrant matrix and

B) Can be measured for their effectiveness on 2 associated factors across the X and Y Axis. (Refer Picture)

X Axis – Engagement and Energy – How engaged are the participants in meetings? How are their energy levels during the meetings?

Y Axis – Productivity – How productive are these meetings? How do they measure in terms of achieving the outcomes – not just ticking a box, but the actual clear, relevant, achievable, fulfilling and time-bound goals are agreed and met?

The 4 Quadrants:

Top Left Quadrant – Survivors – The meetings that are for resolving urgent or crisis issues. Extremely important. Zaps energy and can be highly disengaging as participants seldom come to these meetings with zest. Therefore, these can be high on productivity and low on energy

Bottom Left Quadrant – Tiresome –These meetings last for several hours, many participants, loads of information shared, and a long list of agenda items. Most participants can be seen to have simply switched off while awaiting their turn to present and switched on to WhatsApping. Many times, the most useful outcomes from such meetings for the participants are a) networking and b) sorting out tricky issues with stakeholders in conversations over a cup of coffee. Therefore, these can be low on productivity and low on enthusiasm and energy

Bottom Right Quadrant – Entertainers – The meetings that are purely celebratory or commemorative in nature. Therefore, these can be high on zeal while low on productivity

Top Right Quadrant – Creators – The meetings that are pre-emptive and preventive in nature. They help in reducing the need for “Survivors” category of meetings. Therefore, these can be both high on productivity as well as engagement and energy.

This is not to say that we should not have Tiresome Category of meetings. Rather, this is an invitation to leaders and managers to have a conversation around:

1) What can be done to have participants to be more zealous in “Tiresome” meetings?

2) How can the “Entertainer” meetings be more productive? and,

3) How the leaders and managers can have regular “Creator” meetings?