ON-THE-JOB SPECIAL....MEETINGS

MEETINGS 

Six deadly Sins

What are the cardinal faux pas that make most meetings unproductive

AN UNCLEAR AGENDA: All meetings have an agenda. Else, there wouldn’t be any point in convening them. However, most of these agendas are vague and driven by the need to compulsorily meet within a particular timeframe.“This is a recipe for timewastage and rambling discussions rather than focused attention on matters, which require attention. No agenda means no structure to the meeting. A lack of a ‘chairperson’often means the meeting breaks up into several separate discussions. One meeting, one purpose, one conversation – that should be the motto,”advises Pavithran Nambiar, GM, JW Marriott Mumbai. 

ABSENCE OF AN ‘END TIME’: ‘The meeting will begin at 11 am sharp,’ says the email. But does it mention an end time? More often that not, the answer to that question is a weary ‘no’. “A strategy that works is shortening the length of meetings, so that everyone rallies to achieve the meeting objectives within the limited time available,”avers Naveen Narayanan, global head, talent acquisition, HCL Technologies.“The worst part is when the chairperson himself/herself is late,” opines Chirag Buch, COO and head – HR, Bharti AXA General Insurance.  

INTRUSION OF TECHNOLOGY: It may sound overly dictatorial to ban the usage of mobile phones during meetings, but it is imperative for minimising distractions.“In many meetings, most participants are often seen being hooked to their phones or iPads and seemingly not paying attention to the meeting’s proceedings,”agrees Narayanan.  

MAKING IT A FREE-FOR-ALL:

“Having a meeting with inappropriate participants is an exercise in futility.We should try to follow the culture of having only the most appropriate people in the meeting, without whom the meeting should not take place,” says Aravind Ponniraivan, head - delivery operations, Maveric Systems.  

ONE-WAY COMMUNICATION:

On several occasions, meetings turn into droning monologues where only one person speaks and the rest listen. “Not allowing others present in the meeting to give their views is definitely a no-no,”says Buch. However, the onus also falls upon the mute audience to provide their insights and questions.  

DISRESPECT FOR CO-PARTICIPANTS:

One ought to make the effort to listen when another person speaks, because that is what is demanded of a courteous, conscientious professional. “There is no excuse for a lack of mutual respect. Multiple people talking at the same time to one another should be avoided,”concurs Buch.

    ankita.shreeram TAS130508