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WHEN NOT TO CONDUCT A MEETING
Before you conduct your meeting, decide whether you should hold a meeting at all. Meetings often fail simply because they are poorly timed or inappropriate. Recognize that holding a meeting costs the company: it has been estimated that it costs two hundred dollars for ten people making twenty thousand dollars a year to attend a single one-hour meeting. When shouldn't you hold a meeting? Never hold a meeting when a written note, personal phone call, or a one-on-one conference would be better. Written communication is more uniform, authoritative, and provides a permanent record. In addition, a written document is more convenient to the writer and the reader. A personal phone call or one-on-one discussion is faster if you must communicate with only a few people and you don't need the benefit of a group discussion. In addition written notes, phone calls, and personal conversations are more confidential.
If you decide a meeting is the best way to handle a situation or problem, then there is a list of "nevers" that should be met.
• Never hold a meeting without preparation.
• Never hold a meeting if truly key people can't attend.
• Never hold a surprise meeting unless you have a true emergency. Always give people at least two days and preferably a weeks notice of any meeting. Otherwise, expect people to come to your meeting unprepared.
• Never hold a meeting without first making sure that all participants are fully informed about the purpose of the meeting, subject matter to be covered, and exactly what supporting information or data they are expected to bring or be prepared to discuss.
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