How to start a meeting on time - every time. Jon Petz, Author, Boring Meetings Suck TV

Summary

In this video, John Pets discusses the issue of meetings starting late and the productivity losses that result. He highlights the importance of structuring meetings to avoid unnecessary social time and encourages setting clear agendas with defined start times. By eliminating 'buffer time' and enforcing punctuality, meetings can be more efficient and respectful of everyone’s time. Pets also offers solutions to handle late arrivals without disrupting the flow and shares additional tips for reducing wasted time in meetings, ultimately aiming to make meetings more focused and productive.

Takeaways

• 😀 Meetings often start late, wasting valuable time and money for businesses.
• 😀 The social time before a meeting can be beneficial but often leads to delayed starts.
• 😀 Many office meetings are influenced by an unwritten 'Pavlovian' rule of starting a bit late, which affects meeting efficiency.
• 😀 The importance of respecting everyone’s time, especially those who are ready to start the meeting on time, is highlighted.
• 😀 Social time can still be part of the meeting, but it should be clearly defined and separate from the actual meeting time.
• 😀 One strategy to prevent late starts is to clearly define social and meeting times in the agenda, e.g., '9:50 a.m. for social time, 10:00 a.m. sharp for the meeting'.
• 😀 Starting a meeting on time, without allowing extra time for socializing, can improve productivity and efficiency.
• 😀 Facilitators should not give participants extra time to socialize before the meeting begins—sticking to the scheduled time is crucial.
• 😀 The script offers solutions for handling situations when someone isn’t present at the start of the meeting, without disrupting the flow.
• 😀 There is a focus on reducing meeting inefficiencies and implementing 'sucification reduction devices' to improve meeting structure and outcomes.

Q & A

Why do many meetings start late, according to the script?

Meetings often start late because participants engage in social activities, such as discussing personal topics or grabbing refreshments, before the meeting actually begins. This informal behavior has become a common, unwritten rule in corporate America.

What is the root problem that the speaker identifies with meetings starting late?

The root problem is that meeting attendees have been conditioned to expect social time at the beginning of meetings. As a result, meetings start late and often disrupt attendees like 'timely Tammy,' who are ready to start but are frustrated by the delays.

How does the speaker suggest we address the issue of meetings starting late?

The speaker suggests structuring meetings with a clear distinction between social time and meeting time. For example, allocate a set period for social time (e.g., 9:50 a.m.) and a firm start time for the meeting (e.g., 10:00 a.m.). Meetings should start exactly at the stated time with no exceptions.

What does the speaker mean by the 'Pavlovian dog-type meeting theory'?

The 'Pavlovian dog-type meeting theory' refers to the conditioned behavior of attendees who expect social time before the meeting starts. Similar to Pavlov’s experiments with dogs, where they were conditioned to respond to a bell, attendees have been conditioned to treat the meeting start time as flexible and are not fully ready when the meeting is supposed to begin.

Why is social time considered important in meetings?

Social time is important because it fosters team-building, cohesion, and commitment to a common goal. It helps participants bond, creating a more collaborative and positive work environment.

What are the risks of allowing social time to bleed into meeting time?

Allowing social time to extend into meeting time leads to meetings starting late, which wastes time and causes frustration for attendees who are ready to get to work. This disrupts productivity and can create a negative perception of meetings in general.

What does the speaker suggest for dealing with late arrivals to meetings?

The speaker suggests that if someone is not present when the meeting starts, the meeting should proceed without them. There’s no need to wait for latecomers, as this could disrupt the entire meeting. The speaker also provides strategies for handling situations where the facilitator is late.

What does the speaker say about giving extra time for socializing before meetings?

The speaker advises against giving extra time for socializing before meetings, comparing it to giving extra miles per hour on a speed limit. Once you start bending the rules and offering extra time, it becomes a slippery slope, leading to habitual lateness and inefficiency.

What is the key point about setting meeting times that the speaker emphasizes?

The key point is that once a meeting time is set, it must be adhered to strictly. Starting meetings on time every time is crucial for maintaining respect for everyone’s time and ensuring meetings are productive.

How does the speaker suggest handling a situation where the facilitator is late to the meeting?

The speaker suggests that if the facilitator is late, the attendees can proceed with the meeting without them. This avoids wasting time and allows the meeting to continue smoothly, respecting everyone’s schedule.