Five strategies for managers to kill unproductive meetings and boost workforce efficiency

1. Streamline meetings for efficiency

The issue of inefficient meetings is among the primary productivity roadblocks. Despite a wealth of established best practices, many organizations consistently grapple with the dynamics of effective meetings. A key challenge is the prevalence of side conversations that erode meeting efficiency. Staff striving to maximize each working hour often inadvertently allocate inadequate time for interpersonal interactions. This results in casual conversations spilling into meetings, disrupting their intended purpose.

2. Empower for meaningful contributions

Empowerment is another dimension that influences the effectiveness of meetings. Although managers frequently discuss empowerment, they often fail to implement it, primarily due to a lack of trust. In situations where trust is missing from bosses, meetings become platforms for staff to showcase their work, even when its relevance to others is minimal. Conversely, a lack of employee trust in an empowering manager compels workers to clarify tasks in meetings, ensuring they aren’t left exposed, essentially covering their backside. To mitigate this, a novel approach involves introducing a brief emotional check-in before delving into formal meeting proceedings. This practice, embraced during the pandemic, cultivates relaxation and sharper focus during discussions. However, it’s essential to ensure that this practice remains concise to avoid derailing the meeting’s momentum. Just a few minutes can suffice, allowing everyone to fully engage with the topics on the agenda.

3. Tame the fear of missing out (FOMO)

FOMO is an additional challenge. The allure of attending meetings in the absence of a clear purpose, fueled by the uncertainty of pivotal decisions made in one’s absence, is a persistent drain on productivity. This often results in a waste of precious time in meetings as a safeguard. Sending meeting invitations, out of politeness, can perpetuate this cycle. Once present in a meeting, the sense of needing to say something — even if the input is inconsequential — adds to the inefficiency. An alternative, more effective approach involves summoning the courage to extend invitations only to individuals who bear pivotal roles in the meeting’s objectives, and then transparently communicating the decisions that significantly affect individuals who aren’t present.

4. Set continuous goals, beyond isolated targets

The quest for optimal productivity is further hampered by the absence of clear goals, as underscored by Microsoft’s survey. Effective strategies for managers to establish and communicate goals are paramount. An essential tenet of this approach involves encouraging staff to set continuous goals, as opposed to isolated targets. Targets are quantifiable objectives with defined timeframes, such as achieving $1 million in revenue from new clients within a quarter. In contrast, goals encompass broader, overarching aspirations that guide an employee’s direction and purpose. A goal might entail achieving market leadership through consistent delivery of exceptional customer service, for instance. The nexus between targets and goals is crucial for sustained success, as productivity often wanes once targets are achieved.

5. Balance technology and distractions

While managers are pinning their hopes on AI to herald a productivity boom, striking a balance between leveraging technology and curbing the distractions it poses is paramount. As AI increasingly infiltrates workflows, it becomes imperative to foster a culture of focused engagement, shielding against the peril of constant interruptions. While technology can be helpful in many ways, it can also easily distract us from the key issues we need to resolve, the information we need to take in, or the conversations we are supposed to follow. Whether you meet in person or on Zoom, whether you are having lunch with someone or simply a coffee, or whether you are reading a memo, book, or article, put your phone away and turn off your email notifications. You will learn more, be more productive, and have more fun. And, in all likelihood, you really won’t miss anything.