'WE'VE GOT TO STOP MEETING LIKE THIS' - Worker Survey: More than One-Quarter of Time in Meetings Is Wasted; Biggest Beefs Include Lack of Agenda, Purpose

TORONTO, June 10, 2014 /CNW/ - Remember your last hour-long meeting? Chances are 17 minutes of it went to waste, suggests a new Robert Half Management Resources survey. Professionals interviewed believe 28 per cent of the time they spend in meetings is unproductive. Respondents feel the most common mistakes meeting leaders make are not sticking to an agenda and lacking a clear purpose for the gathering.

The survey was developed by Robert Half Management Resources, the world's premier provider of senior-level finance, accounting and business systems professionals on a project and interim basis. It was conducted by an independent research firm and is based on interviews with more than 370 Canadian workers age 18 and over and employed in office environments.

Employees were asked, "In general, what percentage of the time you spend in meetings is wasted?" The mean was 28 per cent.

Employees were also asked, "Which of the following mistakes do meeting leaders commonly make?" Their responses (multiple responses were allowed):

David King, Canadian president of Robert Half Management Resources, stresses the importance of managing meetings efficiently:  "With busy schedules and external demands, leaders need to show that they value their team's time. Regularly holding repetitive, unnecessary or disorganized meetings can do more harm than the good of a well-run and timely team discussion. Clearly establishing the purpose of the discussion, staying on track with the agenda, and starting and ending on time, are examples of ways managers can avoid meetings being seen as a waste of time."

Robert Half Management Resources offers the following five tips for leading effective meetings:

1. Review the invite list. Limit attendees to those participants who have a stake in the outcome of items on the agenda. Indicating "required" versus "optional" attendance lets employees know when their participation and input is necessary and can help them prioritize their time.
    
   
2. Keep on track. Good leaders ensure the agenda and any supporting materials are accessible and publicized in advance, and that the discussion remains focused. Be prepared to cut off or table an unrelated conversation until a later time.
   
   
3. Plan accordingly. If it's an in-person meeting, make sure there are enough seats in the room for everyone. Leave time for setup and pre-meeting technology challenges that may arise.
   
   
4. Monitor time. Keep it short and sweet. If a standing meeting is booked for an hour each week, but it usually lasts just 30 minutes, consider rethinking the time allotted. If there's not much to discuss, consider using email or a memo as an alternative to a meeting.
   
   
5. Finish strong. If anyone leaves the meeting wondering what the next steps are, you haven't done your job as meeting host. Allow time for people to ask questions, and determine who has responsibility for each follow-up item.

About Robert Half Management Resources
Robert Half Management Resources is the premier provider of senior-level finance, accounting and business systems professionals to supplement companies' project and interim staffing needs. The company has more than 150 locations worldwide and offers assistance to hiring managers and consultants at Roberthalf.com/management-resources. Visit its blog at blog.roberthalfmr.com or follow twitter.com/roberthalf_CAN for workplace news.

SOURCE: Robert Half Management Resources