This is a 3 part series that discusses online meetings best practices. Part one, this article, will talk about steps to take in preparation for the meeting. Part 2, will explore best practices to have during the meeting. Part 3, will lay out an individual’s responsibilities after the meeting. Make sure to check each short article to get the whole picture.
Meetings are an essential part of running a business, it allows for the improvement of communication, the sharing of ideas, discussion of issues and others. It serves as a pillar to the overall success of businesses, however, many teams have difficulties maximizing its benefits. In this article, we will look at steps that can be taken to ensure that only relevant stakeholders are added to the meetings, ensuring that the business/teams can maximize their productivity.
Businesses have a finite amount of time that employees can use, therefore, it is essential for them to balance employee’s productivity in different areas of the business, weighting necessary tasks and training. The decision to bring an employee to a meeting has a material impact on the business since time is diverted from other productive tasks. Employees can also find themselves asking “Why am I in this meeting?” or adding comments to the conversation that are not relevant, potentially decreasing meeting productivity. By ensuring that only relevant stakeholders are added to a meeting, the business can maximize its value. Below are some areas to consider:
Not all employees in a project needs to be in all the meetings. For example, it may not be relevant to have a network specialist for exploratory talks about the marketing of a new product, although they may be important at a later time when the business decides whether the current network can handle the new product. Some points to consider area:
First, we should consider if the employee falls into the relevant major categories of RACI for that project meeting, then if a senior employee is responsible, accountable or needs to be consulted for that meeting, s/he should be added.
Secondly, it is important to consider whether the individual simply needs to be informed of the topics that happened in the meeting. In case of the latter, letting the employee decide to come to the meeting or not can be valuable, however, it is usually better not to add and simply send the meeting minutes for the person to read. In case the person does not fall into any of the 4 RACI areas, it very likely means he should not be in the meeting at all.
Lastly, keep in mind that adding or removing someone from a meeting may impact the team and individual’s morale. Further, remember that the higher the employee’s seniority, the busier s/he is likely to be, therefore, be mindful and respectful of his or her time.
Written RACI charts should not be considered at all times. If a lot of time is spent building a digital RACI chart, it may be worth reconsidering the value proposition of the solution or whether to change the way you are approaching the matter.