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We waste a lot of time in meetings.
I say “we,” but maybe you’re different. Maybe you have this meeting thing down to a science. Perhaps your meetings never fritter a single nanosecond on useless frivolity. Perhaps you manage a team that possesses remarkable efficiency and constant focus.
But the statistics belie such a phantom. According to Atlassian, employees spend an average of 31 hours in unproductive meetings each month. There’s a price tag attached to that wasted time: $37 billion.
That’s the annual “salary cost of unnecessary meetings for U.S. businesses.”
An estimated 15% of a business’s time are spent in meetings. For managers, it’s even worse! Middle managers spend more than a third of their time in meetings, while upper level management spends a whopping 50% of their time in meetings. (Data from a Fuze infographic)
Keep in mind that people don’t only waste time in the meeting itself. They waste time before the meeting by having additional meetings, preparing for the meeting, or commuting to the meeting. Harvard Business Review analyzed the ripple effect of a single weekly meeting at one corporation. The analysis determined that the meeting destroyed 300,000 person hours each year.
Let’s assume each team member was paid an average of $25/hr, which is very modest, considering that it was a meeting of senior-level executives. This amounts to an expenditure of $7,500,000 for a single weekly meeting.
If I saw a $7.5 million line item in the budget for “meeting” I would cancel that meeting as fast as I could get my hands on my Google calendar.
The fundamental problem with time-wasting meetings is this: humans.
Is the wasted time good, or is it bad? I would argue that in some cases, “wasting time” isn’t actually such a bad thing. But when it comes to meetings, we may need some guardrails to prevent us from completely squandering valuable hours, annoying efficient people, and, worse, frustrating clients and customers.
What we need is a set of tactics that will keep us from wasting time in meetings. So, without further ado, here are those tactics.
Before you schedule your meeting, ask a simple question: Do we need this meeting? “We’ve always had it before,” does not necessitate a need. If that question doesn’t eliminate the meeting right off the bat, then ask yourself a few more diagnostic questions.
If possible, eliminate the meeting. Nobody’s going to waste time during that meeting, because there is no meeting! Remember, there are alternatives to meetings. There’s the phone. There’s text. There’s email. You may have discussion features in your project management software interface that can function in place of a meeting. As a user of TeamGantt’s product, I’ve used the discussion feature to avoid meetings, like this:
If your meeting passes the first test, then it’s time to subject it to another test. Before you send out meeting invites, ask, “Does each participant need to be there?” If you’re just starting out with this exercise, I recommend going through each name on the list to understand whether or not that person needs to attend. To make it even more specific, you can ask these questions:
If you’re ruthless with this technique, you may be surprised to find out how many people don’t actually need to attend. As a side benefit, these people may be overjoyed.
At the very basic level, every agenda should have two things
I recommend preparing a detailed agenda. Doing so keeps the meeting participants from wasting their collective time, because you’ve spent focused time deciding what needs to be accomplished. Here are several things to consider as you create a meeting agenda.
During meetings, you might have to put on your strict manager hat. If the discussion is devolving into a waste of time, a simple comment like, “Let’s try to stick to the agenda we’ve prepared,” can help the meeting get back on track. (See point #5 for more on this technique.)
Watch the video below to see how one project manager uses TeamGantt to create meeting agendas and keep track of action items so her team can stay on top of product launches.
According to research from Fuze, people are less likely to multitask while on a video call, as opposed to the infamous conference call.
If you have the option (hint: Skype) then hold your meetings as a video call. Obviously, if you have a physical office and all the meeting participants are available, then an in-person meeting works just as well.
We often waste time in meetings because of simple communication breakdown.
The good news about communication challenges is that you, as the moderator, can help to overcome them. This process begins with the meeting agenda, and it’s aided by your input along the way.
This is what I mean by “be clear": You, as the leader, need to be clear with participants about how to improve their communication within the meeting.
Here are some situations and phrases that can help:
Phrases like this can seem tension-inducing or even borderline rude. As long as you have a culture of expectation that meetings are for focused productivity, then team members will understand why you’re insisting on their cooperation. Jessica Pryce-Jones, an expert on productive meetings, told Business Insider: "You've got to have a little bit of tension [in meetings], because that's where the real value is added.”
Efficient meetings are a remarkable thing. Generally, people come away from such meetings feeling determined, capable, and driven to do the next great thing. The net impact of efficient meetings can be hundreds of thousands of dollars in saved money, happy employees, and higher quality of work. If you can work to develop more efficient meetings, the entire business wins.
Milestones make it easier to keep projects on track by calling out major events, dates, decisions, and deliverables. Here are a few examples of project milestones you might include in your plan:
Let’s dig a little deeper and explore 3 specific examples of how using project milestones can benefit your projects.
No plan is ever complete without a list of deadlines! The best way to make them noticeable is to use the project management milestones and deliverables technique. What does this mean? Make the deliverables project milestones!
Why do this? Well, it’s no secret that not everyone wants to pore over your beautiful project plan to find key dates. Most people—your teammates included—want a top-level view of key dates and events. Milestones are great for this purpose because they’re called out in a special way—usually with a diamond—in project plans.
While you should list the tasks and effort leading up to a project milestone, be sure to present the milestone at the end of those tasks to signify a delivery, or even a presentation of, the deliverable.
Here's an example of how Washington Hyperloop uses milestones to track an important deadline in their project.
Are there days from now until the end of your project that could impact your project in some way? Maybe your team will need to be out of the office for a mandatory training. Maybe there’s a board meeting you’re expected to attend.
It’s important to keep all of these important events in mind when you’re planning a project because they could possibly impact your project schedule. So why not include them as project milestones so you can track them all in one place?
In this example, the team’s off-site strat-op meeting has been added to the project plan as a milestone so work can be scheduled around it.
Many projects rely on the work produced by external teams or partners to make forward progress. If you’re not tracking those external factors somewhere, there’s a great chance you’ll forget to follow-up on it.
That’s why it’s important to list these deliverables as project milestones if you’re working on a project that depends on someone or something outside of your project. Here’s an example of what that might look like for a client approval.
We’ve got a free class to help you get everyone on board with your plan! Register for Plan Up: How to Create and Sell a Winning Project Plan to see why planning sets the stage for project success, and get a free Guide to Project Planning when you sign up.
Creating milestones for your project plan can be simple, especially with TeamGantt. Once you’ve mapped out your overall process and plan with your team, you can easily add tasks, identify gantt chart milestones, and determine task owners. Adding a milestone (or converting a task to a milestone) is very easy in TeamGantt.
Once you’ve signed up for a TeamGantt account, here’s a quick video on how to create milestones:
Project milestones are easy to create and even easier to track because you’ve called out the most important points in your project.
Want to give clients and stakeholders a high-level view of the project? Simply follow these steps to share a PDF of key project milestones in your gantt chart.
From your gantt chart view, click the All Dates menu at the top of your gantt chart, and select Only Milestones from the drop-down.
Navigate to your project's Menu, and select Print/Export PDF from the drop-down.
Customize your PDF settings, then click View PDF to complete the export. From there, you can download and/or print your PDF to share with clients and stakeholders.
Who would have thought such a critical step could be so easy?
TeamGantt makes it easy to create, track, and collaborate on all your project milestones so nothing slips through the cracks.
You’ll have all the features you need to ensure projects finish on time and under budget—from drag and drop simplicity and team collaboration to customizable views and workload management.
Best of all, it’s all wrapped up in a simple and intuitive interface your whole team will love. 😍