#Leadership : 5 Bad Habits That Make Meetings Miserable & Unproductive…Report Found that 67% of Meetings are Considered Unproductive by Executives & They take Up Roughly 15 % of every Institutions Time.

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In 2015 organizations held more than 25 million meetings per day in the United States. This translates to more than $37 billion in lost productivity, according toa study by Fuze. One Harvard Business Review report found that 67 percent of meetings are considered unproductive by executives and they take up roughly 15 percent of every institutions time.

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As a recent college graduate working at my first full-time job, this calculatorestimates $3,000 of my salary has already gone toward meetings. While some advocate for nixing meetings altogether, we see a lot of tools that help capitalize on that time and money spent. Sticking to an agenda, setting clear goals, sending reading materials in advance are a few items to start the list. Even though many people spend countless hours in meetings every week, meeting time doesn’t have to be money down the drain. I’ve learned a lot and completed numerous team projects as a result of meetings.

But even if meeting organizers use all the tools available, we can still waste time when employees do not conduct themselves well in meetings. As a newbie in the professional world, I’ve had to learn a lot (the hard way) about the flip side of productive meetings: how to be a good meeting attendee. I think the main guiding principle boils down to knowing what to say and when to say it.

 Nevertheless, here are five bad habits we often see in meeting attendees. They each take on a life of their own. I have observed or experienced all of the during my first six months in the professional world.

1. Offline Commenter: We see this trait manifested when people share any comment that would be better made “offline” from the current meeting. It’s easy to over-share because we want our coworkers (and by coworkers I mean our boss) to know how hard we’re working throughout the hum drum of our daily tasks. But there’s nothing worse than wasting everyone’s time with something that should have just been sent to one person in an email.

Offline Comments likely show up during transitional moments in department-wide meetings and sound like this: “I was thinking that the thirteenth graph on page 41 should fade from blue to green because it really captures the essence of the numeric transition happening there,” and “Could you send out that production schedule for me while I’m on vacation next week?” If it pertains to less than three people in the room, one should jot it down and share it later.

 

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2. Interrupter: The most surprising element of my short time in office culture is just how often sophisticated, adult humans interrupt each other. I thought everyone’s parents were like mine, forcing me to stop and realize my error every time I spoke over another person. While my parents were trying to teach me that interrupting is just plain rude (which is still true), this tendency is also an obvious meeting-time-waster because of how many interrupted comments end up needing to be re-said. An interrupter is skilled at convincing office attendees that whatever he has to say cannot wait even one second. This is almost never true. But he is easy to tame. One must simply default to only speaking when others have finished.

3. Brainstormer: If you want to waste a lot of people’s time, send in an untimely Brainstorm. I only know this because of all the evil stares I got the first time I threw out a new, unformed idea at the end of a long meeting. Everyone was gearing up to head back to their desks and finish daily tasks when I said something to the effect of, “Hey guys. What if we did this really cool, time consuming thing that just popped into my head but hasn’t been fleshed out at all. Dear Boss, aren’t I brilliant?”

Brainstormer will try to convince you in the moment that she is more impressive than she is. But the truth is most new ideas aren’t formed enough to be shared with large groups on the spot, and co-workers are not prepared for an unplanned creative discussion. People will tune out while the person entertaining Brainstorm verbally babbles through the rough sketch of a new idea. Ultimately, the time will pass at an unproductive caliber.

Brainstormer is tricky, though, because offices shouldn’t throw this character out completely, unlike some others that need to die forever. Brainstormer brings a timeliness learning curve with her. One has to work with her for a while while before she is ready to be unveiled, and there is an optimal setting for such unveiling: generally in a meeting that has been dedicated solely to this Brainstorm, and one where all the attendees have already been briefed on what is to be Brainstormed.

4. Side Noter: Side Note is a tricky guy because he will drop little clues that make you feel like something you wish to say is more important and relevant than it is. Being able to consistently discern what constitutes a Side Noter comes with the benefits of being a meeting veteran. But it’s not too difficult to catch on. Side noter is similar to Offline Commenter, but carries an aura of false importance because he likely has at least a tangential relationship to something that is already being discussed.

However, the easiest way to lose the attention of half the people in the room is to start a sentence with, “And Just as a side note…” Upon hearing these words, one person will check their watch, another will respond to an email, a third will be whispering to the colleague beside them, and someone will get up to refill their coffee. If something seems to be a Side Note, then it should be shared from its rightful place, which is on the side.

5. Late Starter: It may seem like a no-brainer, but Late Starter still plagues more meetings in the professional world than she should. A Bain and Companyreport says that typically 8 percent of the time and money spent on a meeting is lost when the meeting starts only five minutes late. Late start will whisper to you,just finish sending this last email, the elevator will definitely come quickly, oryou need fill your water bottle and it’s no big deal if you’re a few minutes late.She’s lying, though. The truth she tries to hide from you is that there is almost never a good reason to be late to a meeting.

Late Startr serves only one purpose: rendering those precious beginning minutes as useless. We’ve all been there—the awkward moments when we try to eek out the perfect amount of small talk so as not to launch a too-long conversation, tip-toeing around words that might need to be repeated when the late person arrives, pinging said late person to see when they will show up. And then somehow, like the universe has slowed so that everyone can feel the meaty weight of this wasted time, all three of those things likely took place in only two and a half minutes. And then everyone browses their phone in silence. Precious minutes (and therefore dollars) wasted.

 

Forbes.com | February 14, 2016 | The Berlin School Of Creative Leadership