Tough times mean more meetings. This happens because executives
respond to problems by calling meetings to fix them. And when
the meetings fail to produce results, they call more meetings.
In some companies, people have even called meetings to figure
out why their meetings didn’t work.
Rather than watch your boss trudge off to an endless schedule of
meetings, here are things you can do to help make the most of
them.
1) When someone calls to schedule a meeting for your boss, ask
for the agenda. If there is no agenda, check if your boss wants
to attend. Lack of an agenda is the number one cause of bad
meetings. Ideally, your boss would insist on having an agenda
because time is money. For example, I doubt that your boss signs
blank checks.
If the caller replies that your boss will receive an agenda at
the meeting, state that your boss wants to see the agenda at
least a day before the meeting. This gives your boss time to
prepare and avoids being ambushed by surprises.
2) Ask “What are the goals for this meeting?” or “What results
do you want to have by the end of the meeting?” A meeting
without goals will lack direction, which can be as deadly as no
agenda.
3) Ask “What is my boss’s role in the meeting?” or “Why do you
want my boss to attend?” Many junior employees invite executives
to their meetings because it makes them seem important. They
also use this as an opportunity to delegate work upwards, show
off, and ask their boss to make decisions. Vague replies (such
as, “Oh, we just want hear what your boss has to say”) suggest
lazy planning.
If your boss is being invited to “find out what everyone is
doing” check if your boss would prefer to receive a copy of the
minutes instead. It takes much less time to read minutes than
attend a meeting.
If your boss has an important role in a minor part of a meeting,
ask if your boss can attend only that part of the meeting.
Suggest that they schedule your boss’ participation at the
beginning so your boss can be on time for this part and then
leave after contributing.
4) Ask “How should my boss prepare for the meeting?” This helps
your boss do well and avoids being surprised. If the preparation
requires extensive work, check with your boss if the schedule
makes sense. Also, check if others will be prepared. Unprepared
participants always waste time. If necessary, revise the scope
of the meeting or schedule it for a later date to allow adequate
preparation.
5) Ask “What should my boss bring?” You want to make sure that
your boss has whatever is needed for effective participation.
You also want to know what is needed because you may have to
help obtain it. If the resources are unavailable, suggest
alternatives.
6) Ask who else will be there. This will help your boss
anticipate what might happen. And in some cases you may find it
useful to call some of the other participants to survey their
expectations, concerns, and support for the issues on the agenda.
7) Finally, make sure that you collect details such as the
starting time, duration, and location. Obtain a map and
directions when needed.
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