Key Takeaways
1. Meetings are essential but often ineffective, costing organizations time and money
"Too many meetings" was the number one time-waster at the office, cited by 47 percent of 3,164 workers in a study conducted by Salary.com focused on workplace time drains.
Meetings are ubiquitous. In the United States alone, there are approximately 55 million meetings per day, costing an estimated $1.4 trillion annually – or 8.2% of the 2014 US GDP. This staggering investment often yields poor returns, with many employees viewing meetings as unproductive and frustrating.
Meetings serve vital functions. Despite their flaws, meetings are essential for:
- Building relationships and support networks
- Sharing ideas and opinions
- Creating shared understanding
- Fostering commitment to goals and initiatives
- Bringing individuals together as a cohesive unit
The challenge is improvement. Rather than eliminating meetings, organizations must focus on making them more effective and efficient. This requires addressing issues such as poor planning, unnecessary attendees, and lack of engagement.
2. Leaders overestimate their meeting skills, necessitating feedback and self-awareness
"If you lack self-awareness you can't change. Why should you? As far as you're concerned you're doing everything right."
Self-perception bias. Research consistently shows that people, including leaders, tend to overestimate their abilities. This "Lake Wobegon Effect" extends to meeting leadership, with leaders often rating their meetings more favorably than attendees.
Feedback is crucial. To improve meeting effectiveness, leaders must:
- Seek honest feedback from attendees
- Implement regular meeting evaluations
- Use 360-degree feedback surveys that include meeting-related questions
- Pay attention to nonverbal cues during meetings (e.g., attendee engagement, side conversations)
Adopt a servant leader mindset. Effective meeting leaders prioritize:
- Being stewards of others' time
- Facilitating rather than dominating discussions
- Encouraging participation from all attendees
- Managing group dynamics and conflicts constructively
3. Optimize meeting length and frequency to increase productivity and engagement
"If you had to identify, in one word, the reason why the human race has not achieved, and never will achieve, its full potential, that word would be meetings."
Parkinson's Law applies to meetings. Work expands to fill the time allotted, so leaders should:
- Critically assess necessary meeting duration
- Consider unconventional meeting lengths (e.g., 48 minutes)
- Reduce standard hour-long meetings to 50 minutes
- Implement the "speedy meetings" setting in scheduling software
Experiment with meeting frequency. Options include:
- Daily or weekly "huddles" (10-15 minute stand-up meetings)
- Reducing overall meeting frequency
- Designating meeting-free days or time blocks
Balance is key. While reducing unproductive meeting time is crucial, be cautious not to eliminate necessary collaboration and communication opportunities.
4. Craft purposeful agendas and invite only necessary participants
"Never miss a good chance to shut up."
Agendas are not cure-alls. Simply having an agenda doesn't guarantee meeting success. Instead:
- Create purposeful, prioritized agendas
- Solicit input from attendees on agenda items
- Consider assigning time limits to agenda topics
- Distribute agendas in advance, along with any necessary pre-reading
Optimize attendee lists. To combat "bloated" meetings:
- Invite only those essential to meeting goals
- Use timed agendas to allow partial attendance
- Implement "representative voices" for larger groups
- Share meeting notes with non-attendees to maintain inclusion
Foster psychological safety. Create an environment where attendees feel comfortable sharing ideas and disagreeing constructively.
5. Implement innovative meeting formats to boost energy and creativity
"Variety's the very spice of life that gives it all its flavor."
Break habitual meeting patterns. Experiment with:
- Walking meetings for small groups (2-4 people)
- Standing meetings for shorter durations (15-20 minutes)
- Changing seating arrangements or meeting locations
- Using fidget toys or coloring books to boost focus
Leverage technology thoughtfully. Consider:
- Using clicker quizzes for real-time feedback and engagement
- Implementing shared note-taking platforms
- Utilizing virtual whiteboards for collaborative ideation
Balance structure and flexibility. While innovation is important, maintain consistency in core meeting elements to avoid confusion.
6. Foster positive energy and active participation from the start
"Emotions are contagious, and meetings are not immune to this phenomenon."
Set the tone immediately. Begin meetings with:
- Enthusiastic greetings and check-ins
- Brief icebreakers or appreciation exercises
- Clear statements of meeting purpose and goals
- Reminders of "meeting values" or ground rules
Minimize distractions. Consider:
- Implementing a "no device" policy
- Providing snacks to boost mood and energy
- Using music to create separation from pre-meeting activities
Encourage active participation. Techniques include:
- Assigning roles to attendees (e.g., timekeeper, note-taker)
- Using pair discussions before full-group sharing
- Implementing role-playing exercises
- Regularly calling on quieter attendees for input
7. Leverage silence and written communication for more effective idea generation
"Meetings done well, leveraging evidence-based solutions like the ones we'll explore in this book, can be transformative and hugely positive."
Brainwriting trumps brainstorming. Research shows that silent, written idea generation often produces more and higher-quality ideas than traditional verbal brainstorming. Techniques include:
- Individual idea generation on paper or sticky notes
- Gallery walks with written comments on posted ideas
- Silent reading and reflection on proposals before discussion
Benefits of written communication:
- Reduces "production blocking" in verbal discussions
- Mitigates fear of social judgment
- Ensures participation from all attendees
- Allows for deeper processing of information
Implement strategically. Use silent techniques for specific meeting segments, rather than entire meetings, to maintain a balance of communication styles.
8. Adapt facilitation techniques for remote and audio-only meetings
"Having spent over a decade researching how to make meetings more effective, I genuinely believe that the remote, audio-only meeting is the most difficult type of meeting to run—at least if you wish to yield a positive outcome."
Combat unique challenges. Remote meetings, especially audio-only, face issues like:
- Increased potential for multitasking and disengagement
- Difficulty in managing conversation flow
- Lack of nonverbal cues
Facilitation strategies:
- Use video whenever possible
- Implement a "no mute" policy to increase engagement
- Actively manage turn-taking and participation
- Utilize chat features for questions and comments
- Break larger groups into smaller "subteams" for discussion
Leverage asynchronous work. Use "meeting intervals" to:
- Gather input before meetings
- Allow for individual reflection and idea generation
- Conduct voting or prioritization exercises
9. Continuous reflection and improvement are key to meeting success
"Try, reflect, and learn. Try, reflect, and learn."
Regular evaluation is crucial. Implement:
- Brief post-meeting surveys
- Periodic in-depth meeting assessments
- Open discussions about meeting effectiveness
Experiment and iterate. Continuously:
- Try new meeting techniques and formats
- Solicit feedback on innovations
- Adapt approaches based on results
Lead by example. By prioritizing meeting improvement:
- Demonstrate commitment to organizational efficiency
- Inspire others to enhance their own meeting practices
- Foster a culture of continuous learning and innovation
Last updated:
FAQ
What's "The Surprising Science of Meetings" about?
- Focus on Meetings: The book explores the science behind meetings, aiming to improve their effectiveness and efficiency in organizations.
- Evidence-Based Strategies: It provides evidence-based strategies for leaders to conduct meetings that enhance team performance.
- Common Meeting Issues: The book addresses common meeting problems, such as wasted time and poor engagement, and offers solutions.
- Research-Driven Insights: Steven G. Rogelberg draws on over fifteen years of research to offer practical applications for improving meetings.
Why should I read "The Surprising Science of Meetings"?
- Improve Meeting Efficiency: Learn how to make meetings more productive and less time-consuming.
- Enhance Leadership Skills: Gain insights into effective meeting leadership and facilitation techniques.
- Scientific Approach: Benefit from a research-based approach to solving common meeting problems.
- Organizational Impact: Understand how improving meetings can lead to better organizational outcomes and employee satisfaction.
What are the key takeaways of "The Surprising Science of Meetings"?
- Meetings Are Essential: Meetings are crucial for organizational communication and decision-making but need to be well-managed.
- Avoid Bad Meetings: The book emphasizes eliminating ineffective and unnecessary meetings.
- Evidence-Based Solutions: It provides practical, research-backed strategies to improve meeting quality.
- Leadership Role: Leaders play a critical role in setting the tone and structure of meetings to maximize their effectiveness.
What are the best quotes from "The Surprising Science of Meetings" and what do they mean?
- "Meetings are a symptom of bad organization. The fewer meetings the better." - This quote challenges the notion that meetings are inherently bad, suggesting instead that poorly organized meetings are the issue.
- "The adventure of life is to learn. The purpose of life is to grow." - This emphasizes the importance of continuous learning and growth, applicable to improving meeting practices.
- "Never miss a good chance to shut up." - Highlights the value of listening and silence in meetings to foster better communication and idea generation.
- "By failing to prepare, you are preparing to fail." - Stresses the importance of preparation in conducting successful meetings.
How does Steven G. Rogelberg suggest improving meeting effectiveness?
- Set Clear Goals: Clearly define the purpose and objectives of each meeting.
- Limit Attendees: Only invite those who are essential to the meeting's goals to avoid unnecessary distractions.
- Use Agendas Wisely: Create detailed agendas that prioritize important topics and allocate time effectively.
- Encourage Participation: Foster an environment where all attendees feel comfortable contributing.
What is the "Wasted Meeting Time Index" in "The Surprising Science of Meetings"?
- Assessment Tool: It's a tool provided in the book to evaluate the effectiveness of meetings.
- Identify Wasted Time: Helps identify how much time is wasted in meetings due to various inefficiencies.
- Improvement Guide: Offers a scoring metric to guide improvements in meeting practices.
- Self-Reflection: Encourages leaders to reflect on their meeting management and make necessary adjustments.
What role does leadership play in meetings according to "The Surprising Science of Meetings"?
- Set the Tone: Leaders are responsible for setting a positive and productive tone for meetings.
- Facilitate Effectively: They must actively manage discussions to ensure all voices are heard and the meeting stays on track.
- Promote Engagement: Leaders should encourage participation and create an inclusive environment.
- Continuous Improvement: They should seek feedback and continuously improve their meeting facilitation skills.
How does "The Surprising Science of Meetings" address the issue of meeting length?
- Challenge Norms: The book challenges the standard one-hour meeting norm, suggesting shorter, more focused meetings.
- Parkinson’s Law: Discusses how work expands to fill the time available, advocating for setting tighter time limits.
- Short Meetings Benefits: Shorter meetings can increase focus and reduce time wastage.
- Practical Tips: Provides practical tips for determining the appropriate length for different types of meetings.
What is the significance of "brainwriting" in "The Surprising Science of Meetings"?
- Alternative to Brainstorming: Brainwriting is presented as a more effective alternative to traditional brainstorming.
- Encourages Participation: It allows all attendees to contribute ideas silently, reducing the influence of dominant voices.
- Increases Creativity: Research shows it can lead to more and higher-quality ideas.
- Facilitator Role: Requires a facilitator to manage the process and ensure all ideas are considered.
How does "The Surprising Science of Meetings" suggest handling remote meetings?
- Facilitation Challenges: Recognizes the unique challenges of remote, audio-only meetings, such as lack of visual cues.
- Active Facilitation: Emphasizes the need for active facilitation to manage discussions and ensure engagement.
- Use of Technology: Encourages the use of video conferencing to improve communication and reduce social loafing.
- Alternative Structures: Suggests alternative meeting structures, like using intervals and subteams, to enhance effectiveness.
What are some innovative meeting practices mentioned in "The Surprising Science of Meetings"?
- Walking Meetings: Encourages walking meetings for small groups to boost creativity and engagement.
- Standing Meetings: Suggests standing meetings to increase efficiency and reduce meeting time.
- Use of Technology: Recommends using technology like clicker quizzes to gather real-time feedback.
- Mindfulness Techniques: Advocates for starting meetings with mindfulness techniques to improve focus.
How does "The Surprising Science of Meetings" propose to measure meeting success?
- Feedback Mechanisms: Encourages regular feedback from attendees to assess meeting effectiveness.
- Self-Assessment Tools: Provides tools like the "Wasted Meeting Time Index" for self-assessment.
- Continuous Improvement: Stresses the importance of using feedback to make continuous improvements.
- Organizational Policies: Suggests implementing organizational policies to standardize and improve meeting practices.
Review Summary
The Surprising Science of Meetings received mixed reviews, with an average rating of 3.67/5. Many readers found it informative and practical, offering evidence-based strategies to improve meeting effectiveness. Key takeaways include scheduling shorter meetings, customizing agendas, limiting attendees, and incorporating silent brainstorming. Some critics felt the content was repetitive or common sense. While praised for its actionable advice, a few readers suggested the book could have been condensed into a shorter format. Overall, it was recommended for those seeking to enhance their meeting leadership skills.
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