The transition from one year to another is also a time where reoccurring meetings are set up for the year ahead. Often this is done without thought and just placing them in the same location as the year before. What would happen if we set this foundation for our year with more intention?
Before finalizing changes, do a quick calculation of the time impact of your current standing meeting schedule. Here is an example weekly schedule: Two 1-hour status meetings, 1 hour staff meeting, 1on1’s with 4 team members (30 minutes each). That is 5 hours a week just in standing meetings.
If we assume 3 weeks of vacation and 4 weeks where meetings are cancelled, that assumes that these meetings happen 45 out of the 52 weeks in a year. That is 225 hours of meetings – just for you. Imagine what you could do with the time you would gain removing just one of those meetings!
My Perspective – 5 Questions to Evaluate Standing Meetings
Going into a new year with intention around standing meetings can give you the confidence that you have the right number of meetings and have eliminated those that don’t add value. The five questions below can help you intentionally plan your meetings for the year ahead.
- What is the purpose of the meeting? Before changing anything, the first question to ask is the purpose of the meeting. Is it to align on work for the week? Is it to support team member growth (1on1s may fall here)? Is it to brainstorm? Being clear on why you are having the meeting will help answer the questions that follow.
- Do you need the meeting? Once you know the purpose, you can determine if you even need to have the meeting. Maybe the same goal can be achieved in an email or a chat.
- Do all the invitees need to be in the meeting? Each year it’s a good idea to re-evaluate who is invited to the meeting and if all invitees need to be there. Keeping standing meetings small, short in duration, and focused are key.
- What time/day is best for all team members? I think it is a good idea to be mindful of ALL attendees when selecting the day and time of a team meeting. An 8am meeting might be the perfect way for you to kick off your day. However, others might have their most productive work at this time, or they haven’t yet settled into their day and would be much better in late morning.
- Can meetings be batched? If you can batch meetings by general topics together, this will enable your mind to be better focused instead of bouncing around to various topics. You could consider putting all your 1on1s during the same time block where you are focused on direct interactions with team members. Or you could organize by project with a status meeting and a 1on1 that are both focused in the same area of work.
Your Turn
Do you have standing meetings on your calendar?
If so, how many hours a week are occupied by standing meetings?
Are there ways you could move things to protect time for you and co-workers to do deep work?
This is the foundation of your work year. Take the time to ensure stability.