Ask any group of people to make a list of the reasons why meetings are painful or ineffective. Undoubtedly, “They start late” will always make the list. I know this because I have asked groups this question many times. So, starting on time is one of the biggest things we could do to make meetings more effective. Which doesn’t seem like such a big ask. And yet… chances are you have attended plenty that didn’t. Here are some tips for starting meetings on time.
Five Things You Can Do
Whether you are a team leader, project manager, or just lead lots of meetings, there are things you can do to make sure your meetings start on time. Here are five specific tips.
- Make it an expectation. When setting up project work or leading a team, make it an expectation that meetings start on time. I’ve worked with organizations where no meetings start on time. It is expected or assumed they will start 5-10 minutes late. If that is your culture/environment, you need to set a new tone and expectation.
- Just start. Consider this: If you wait until everyone arrives to start, you are rewarding the wrong behavior. And there is no consequence for being late. Reward the right (on time) behavior! When people know you are going to start on time, they will start arriving sooner. It likely won’t happen the first time, but starting on time will begin to change behavior. Until you begin starting on time, you will never achieve your goal of timely meetings.
- Consider the start time. Most meetings start at the top of the hour or on the half hour. What if you started your meeting at 10:05? Or 2:35? If someone has back-to-back meetings, this gives them a chance to be on time to yours. And maybe even take a “bio break” on the way! An unusual start time could also provide some social time. People can arrive at the top of the hour (which some will) and then socialize and catch up before getting down to business.
- Be prepared. If it is your meeting, arrive early. Make sure the tables and chairs are in order and all your tools are ready, like the internet or a projector. If it is a virtual meeting, have your slides up, your chat windows open, and more. If you aren’t prepared, the meeting will not start on time.
- Reward punctuality. Acknowledge and appreciate those who consistently show up on time for meetings. This positive reinforcement encourages punctuality and sets an example for others.
What If It Isn’t Your Meeting?
All these tips are practical and well tested, but they apply to those leading/facilitating the meeting. What can you do when it isn’t your meeting? When you are a participant, not the leader?
- Be on time yourself. Even if it isn’t your meeting, you can make sure you are on time. Don’t be the person everyone is waiting for to get started.
- Call ahead. If you know you are going to be late, let the leader know with a note, email, or text saying you will be late. And ask them to start without you.
- Check your chit-chat. Sometimes meetings start late because everyone is talking or socializing. I am a big proponent for that interaction, but not if it delays the planned meeting agenda. Watch the clock yourself and make sure you aren’t chatting when it is time to start.
- Suggest starting. If the start time has arrived, politely suggest or encourage starting the meeting. You might be surprised how often that will help.
- Use the time productively. If the meeting is starting late, shift your focus to talking with another participant about a work-related issue. Using the time productively can minimize your frustration with the late start and increase your overall productivity.
All of these tips will help you start meetings on time, whether you are leading them or attending them. If you have other approaches or solutions that you use, please share them in the comments!
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