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W W W. M A I N E B I Z . B I Z 13 S E P T E M B E R 2 1 , 2 0 1 5 H OW TO M eetings often are the tragedy of organizations. Many meetings su ocate initiative, disrupt productiv- ity and poison attitudes. e real tragedy is that good meet- ings are the jewels of organizations. Done right, meetings multiply the value of the knowledge, talent and skill collected in that place at that time. ey produce remarkable payo s for the organization and heighten the participants' productivity and enthu- siasm. e immediate bene t contrib- utes to continuous improvement. If only the group would occasion- ally have a meeting about meetings, its native good sense could very well dissolve this epidemic of bad meet- ings, because the antidotes are rela- tively simple and sensible. My credentials for this consideration are a personal history covering countless hundreds of meetings over ve decades or so. First as a reporter covering meet- ings, then as an organization man who attended and ran meetings, and now — having studied meetings — helping leaders and managers. Why are so manymeetings so bad? Mainly because most of us don't even think about the matter, and those who do sometimes are part of the problem. We humans are a herd species, genetically programmed to assemble. So that's what we do. We gather together, especially at times of opportunity or stress. So far so good. In organizational terms, that would mean meeting to make things better by creating a new thing or solving a bad thing. Here's where it gets out of focus. Meetings tend to take on a life of their own and occur not to accom- plish anything but because they are permanently engraved in the schedule. Everybody, sometimes even includ- ing the leader, complains, but the almighty meeting continues to grind away the soul of the organization. At the worst, the meeting becomes a weapon in the group's internal strife: Sullen sta ers show up because they'll be punished if they don't. e boss proves his/her continuing authority through the demonstrated power to drag these busy people from their work. Most of the time,though, the meet- ing comes to occupy Tuesday morning simply because it's Tuesday morning and we always meet on Tuesday morning. If back in time there was an expecta- tion of value for this meeting, it long since has been forgotten. Many unscheduled meetings — called for a speci c purpose — waste just as much time because someone hopes they will solve a problem. As everyone sits there wasting time, it turns out the perpetrator didn't do anything to explore the matter or discuss it with the one or two people who could deal with it. It's not unusual that the proper course would have been for the person just to make a decision and do something. What's the solution to the bad meet- ings problem? First of all, to actually think about it, and then talk about it. Well-managed organizations understand that communication is their lifeblood, and they know its vari- ous vehicles should be properly set up and usefully employed. erefore they plan and conduct meetings properly. e role of meetingsis quite spe- ci c in such a sensible communica- tion management system. ere are organizational needs that can be met only by bringing together the right participants with su cient prepara- tion for a clear purpose, and managing a productive exchange among them. at means those right people — and only those right people — get proper notice, receive an advance agenda and do the necessary home- work. ey arrive on time, commit to a de ned outcome, speak and listen courteously and openly in a disciplined process that lasts just long enough. e meeting produces decisions and/or action assignments that are clear and relevant. Meeting notes or minutes are promptly produced and distributed to the pertinent parties. Groups, like individuals, think about what they talk about and they act on their thoughts. A little talk about meetings can be all it takes to ignite a very useful transformation. Don't ever meet again, until you've had that conversation. J M is a Portland- based consultant and trainer in skills of personal productivity, p r o j e c t m a n a g e m e n t a n d organizational development. He blogs at JimMillikenProject.blogspot.com and can be reached at @ . Find a solution for the 'bad meetings' problem B Y J I M M I L L I K E N ATTN: BUSINESS OWNERS & MANAGERS: Save $$$ on your company's heating AND AC bills!!! 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