Transcript DEATH BY MEETING A presentation by: Vince Pavic Director

DEATH BY
MEETING
A PRESENTATION BY:
VINCE PAVIC
DIRECTOR OF HUMAN RESOURCES AND EMPLOYEE RELATIONS
WICOMICO COUNTY BOARD OF EDUCATION
THE MAN, THE MYTH, THE
MEETING
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Death by Meeting, A Leadership Fable
 By: Patrick Lencioni
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Story of Casey McDaniel, YIP Software’s
Founder
The problem: Torturous and unproductive
meetings
Enter advisor, Will Peterson, who proposes
unconventional and radical approaches to this
problem
THE MAN, THE MYTH, THE
MEETING
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What is the problem?
 Too many meetings?
 Too many BAD meetings?
 Not enough preparation?
 Agendas too long? Too short?
WHAT’S IN A MOVIE?
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The #1 Problem….
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DRAMA! (or lack thereof)
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First 10 Minutes Is Critical
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Put the Controversy Out Front!
WHAT ARE YOUR CONTROVERSIAL
TOPICS?
Global Warming: Is that a thing?
 The Death Penalty: Is it effective?
 Gambling in America: How much is too much?
 Same Sex Marriage
 Banning Smoking
 Common Core
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THE SECOND PROBLEM
Context and Purpose
 Differentiation is Necessary
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Tactical conversations vs. strategic conversations
Four Distinct Types of Meetings
The Daily Check In
 The Weekly Tactical
 The Monthly Strategic
 The Quarterly Off-Site Review
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THE DAILY CHECK-IN
Time Required: 5-10 minutes
Purpose: Share Daily Schedules/Activities
Keys to Success: Don’t sit down, keep it
administrative, and don’t cancel
Challenges: Keeping it to 5 minutes, giving it
time.
WEEKLY TACTICAL
Time Required: 45-90 minutes
Purpose: Review weekly activities and metrics,
resolve tactical obstacles
Lightning Round (60 seconds)
Progress Review (5 minutes)
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Metrics, Revenue, Expenses, Customer satisfaction, etc.
Real Time Agenda
Keys to Success: Don’t set agenda, Postpone
Strategic Discussions
Challenges: Temptation to set agenda ahead of
time, too much information during lightning
round
MONTHLY STRATEGIC (AD HOC
STRATEGIC)
Time Required: 2-4 hours
Purpose: Discuss, analyze, brainstorm, decide on
critical issues affecting long-term success
Keys to Success: Limit to 1-2 topics, prepare and
do research, engage in good conflict
Challenges: Failure to schedule enough time.
Putting too many topics on the agenda. Failure to
do research and preparation ahead of time. Fear
of conflict.
THE QUARTERLY OFF-SITE REVIEW
Time Required: 1-2 Days
Purpose: Review strategy, trends, competitive
landscape, key personnel, team development
Keys to Success: Get away from office, limit social
activities, don’t over-structure or over-burden
agenda
Challenges: Over-structuring or over-burdening
the agenda, boondoggle, inviting outsiders to
attend.
THE BIGGEST CHALLENGE OF ALL
Too many meetings or too many bad meetings?
 Sneaker Time
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A dangerous, underestimated black hole
 Example: 7 team members on Executive Team = 21
combinations of 1 to 1 relationships
 Now consider the dozens of direct reports for those 7
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What is Sneaker Time?
THE SEVEN SINS OF DEADLY MEETINGS
#1 People don’t take meetings seriously (arrive late, leave early and
spend too much time doodling)
#2 Too long. Should accomplish twice as much in half the time
#3 People wander off the topic
#4 Nothing happens once the meeting ends (no follow-through)
#5 People don’t tell the truth
#6 Too much missing information, which postpones decision making
#7 Meetings never improve
LET’S PUT A NUMBER TO ALL THIS
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Some shocking and interesting statistics on
meetings…
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37 percent of employee time is spent in meetings
Managers attend more than 60 meetings per month
47% consider too many meetings the biggest waste of time
39% of meeting participants admitted to dozing off during
a meeting
Over 70% brought other work to meetings
It is estimated that 25-50% of meeting time is wasted
The researchers found that the more meetings employees
attended, the more exhausted they felt and the higher they
perceived their workload to be.
All told, meetings cost about 37 billion/year in
unnecessary meeting time
HOW MUCH ARE YOUR MEETINGS
COSTING YOU?
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A simple formula for calculating your meeting
costs:
Take roll call at your next “meeting” (note
participants)
 Figure their hourly salary and do a simple
calculation of what your meeting costs were based on
how long the meeting was. Do this for six months…
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SAMPLE SCENARIO:
if you have a management team with 5 people at an annual salary of
$100,000 per person and they spend an average of 15 hours a week in
meetings, your weekly meeting cost for only these people is $4,076 and
your annual costs are a shocking $212,000! If you can reduce that by
40% you are saving $85,000 per year!
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QUESTIONS…