4 Reasons Your Meetings Aren’t Going to Plan + How To Fix (2023 Edition)

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4 Reasons Your Meetings Aren't Going to Plan - Arma Chat

Meetings are the heartbeat of any organization. They foster communication, alignment, and planning, serving as crucial instruments for achieving business goals. However, for many SME owners, poorly conducted meetings can become a significant roadblock to success.

In this comprehensive guide, we’ll delve deeper into the challenges SME owners face during meetings, explore four common meeting distractions, and provide a range of actionable strategies to ensure your meetings run like well-oiled machines. Part of our mission is to empower SME owners to conduct meetings that are not only productive but also inspire growth and innovation within their organizations.

The Numbers

The statistics paint a grim picture. According to a survey of senior managers, a staggering 71% considered meetings to be unproductive and inefficient. Additionally, a comprehensive study involving 20 organizations unveiled a disheartening truth: dysfunctional behaviors in meetings were strongly correlated with lower market share, diminished innovation, and reduced employee engagement. These findings underscore the critical need to address and rectify the issues plaguing meetings.

The 4 Meeting Mistakes

To craft truly effective meetings, we must first recognize and confront the four common dysfunctional meeting behaviors:

Stubborn Problems

Picture these as issues that are akin to the force of gravity—fundamentally unsolvable at the team level. Attempting to resolve such issues diverts precious time, mental energy, and motivation away from problems that are within our grasp.

For instance, during a marketing launch meeting, discussing company culture and leadership support diverts attention from the primary objective—the marketing launch itself.

Being (Not) Critical

This behavior can also happen when team members start thinking things about issues, each other or even themselves without clear facts. This creates a feeling of not distrust and frustration, making it hard to work together and get things done.

Imagine a team where Sarah and John are working together on a project. Sarah suggests a new approach, but John immediately assumes she’s trying to take over and get all the credit. As a result, he keeps important information to himself, thinking he’s protecting his contributions. If John had just talked about what he was thinking, they could have worked better together and been more successful.

Another common thing is when team members assume that everyone knows the same stuff they do. Even worse, they might think they can solve their colleagues’ problems without knowing all the details. Both of these things can lead to frustration and a lack of trust in the team.

Distorted Thinking

These are unproductive thinking patterns that can significantly impact meeting outcomes. These thought patterns hinder constructive discussions and can create a negative atmosphere in meetings.

  • Navigating the Extreme: Picture a graphic designer who slams the entire product line as a failure because the packaging isn’t flawless. This pessimistic view not only makes it tough for the team to brainstorm constructive solutions but also puts a gloomy cloud over the entire meeting.
  • The Domino Effect: Think of a team member who spots one negative customer review and then leaps to the conclusion that everyone despises the product. This kind of thinking veers the discussion off course, leading the team to go into defense mode rather than seeking ways to improve.
  • The Drama of the Minor: Imagine a team member who catches wind of a minor budget cut and instantly predicts it will lead to layoffs and a complete project meltdown. Their panic mode shifts the team’s focus away from finding practical solutions for managing the reduced budget.

“Cloud” Chasing

Now, picture a team meeting where everyone’s geared up to finalize a sales pitch for a potential client. The energy is high, and the team is on track. But then, one team member starts delving into the nitty-gritty of a different project they’re managing. While this project is somewhat related to the team’s overall work, it’s not in line with the current meeting’s focus.

As this team member keeps diverting the conversation to this unrelated project, it’s like chasing after “clouds”. These unexpected detours eat up valuable time and leave other team members frustrated. Instead of efficiently crafting the sales pitch, they find themselves on an off-topic journey.

These tangents can be quite the time-wasters in meetings, causing unnecessary frustration and hindering progress.

The Fixes

While these behaviors are certainly central to improving meetings, let’s dive deeper into other common distractions and explore additional management strategies to foster more productive meetings:

  • Technology Temptations: In today’s digital age, it’s all too easy for attendees to succumb to the lure of smartphones and laptops. Encourage participants to stay focused by implementing a “tech-free” meeting policy or providing dedicated time for device usage at specific intervals.
  • Late Arrivals: Latecomers can disrupt the flow of meetings. Establish a punctuality policy and communicate its importance to all participants. Starting and ending meetings on time is crucial for efficiency.
  • Lack of Structure: Meetings without a clear agenda or structure are more likely to veer off course. Develop a structured agenda and distribute it in advance, allowing participants to come prepared and know what to expect.
  • Ineffective Facilitation: The role of the meeting facilitator is pivotal. Ensure that the facilitator is skilled in keeping discussions on track, managing time effectively, and encouraging participation from all team members.

So, as you navigate the world of meetings, remember that a smile can be your secret weapon. Humor isn’t just a way to make meetings more enjoyable; it’s a powerful tool for building connections, fostering trust, and achieving productive outcomes. So, why not sprinkle a little laughter into your next meeting? You might be surprised by the positive impact it can have.

Better Meetings

Discover Arma, the team collaboration service designed for seamless communication in Southeast Asian teams. Arma offers features tailored for your needs, allowing you to boost productivity without meeting distractions. Arma can help your team do more with less effort:

  • Encourage Active Participation: Foster a culture of active participation by inviting input from all team members. Encourage quieter members to share their thoughts and ideas, ensuring diverse perspectives are heard.
  • Set Inquiry-Driven Goals: Instead of bland topic listings, reframe your goals as inquiry-driven statements. For instance, rather than a vague “goal-setting” agenda item, shape it as a stimulating question like, “What are our deliverables for project X?” This proactive approach prompts team members to contemplate potential solutions even before they attend the meeting.
  • Select Attendees with Precision: Invite only those team members who play a direct role in achieving the meeting’s objective. For instance, in a brainstorming session, the goal might be to foster innovation by inviting individuals with diverse backgrounds and perspectives. Conversely, for a decision-making meeting, attendees must possess a clear understanding of the options, relevant data, and the authority to make decisions.

Understanding, preventing, and addressing the myriad distractions that plague SME meetings is essential for driving productivity and achieving business goals. Don’t let these obstacles hinder your progress.

By implementing the strategies outlined in this guide, SME owners can transform their meetings into powerful tools for success. The key is to create an environment where every minute spent in a meeting contributes to innovation, growth, and collaboration.