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DEATH BY MEETING A PRESENTATION BY : V INCE P AVIC D IRECTOR OF H UMAN R ESOURCES AND E MPLOYEE RELATIONS WICOMICO COUNTY BOARD OF EDUCATION.

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Presentation on theme: "DEATH BY MEETING A PRESENTATION BY : V INCE P AVIC D IRECTOR OF H UMAN R ESOURCES AND E MPLOYEE RELATIONS WICOMICO COUNTY BOARD OF EDUCATION."— Presentation transcript:

1 DEATH BY MEETING A PRESENTATION BY : V INCE P AVIC D IRECTOR OF H UMAN R ESOURCES AND E MPLOYEE RELATIONS WICOMICO COUNTY BOARD OF EDUCATION

2 THE MAN, THE MYTH, THE MEETING Death by Meeting, A Leadership Fable By: Patrick Lencioni 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

3 THE MAN, THE MYTH, THE MEETING What is the problem? Too many meetings? Too many BAD meetings? Not enough preparation? Agendas too long? Too short?

4 W HAT ’ S IN A MOVIE ? The #1 Problem…. DRAMA! (or lack thereof) First 10 Minutes Is Critical Put the Controversy Out Front!

5 W HAT 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

6 T HE S ECOND P ROBLEM Context and Purpose Differentiation is Necessary 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

7 T HE D AILY C HECK -I N 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.

8 W EEKLY T ACTICAL Time Required: minutes Purpose: Review weekly activities and metrics, resolve tactical obstacles Lightning Round (60 seconds) Progress Review (5 minutes) 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

9 M ONTHLY S TRATEGIC ( 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.

10 T HE Q UARTERLY O FF -S ITE R EVIEW 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.

11 T HE B IGGEST C HALLENGE OF A LL Too many meetings or too many bad meetings? Sneaker Time 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 What is Sneaker Time?

12 T HE S EVEN S INS OF D EADLY M EETINGS #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

13 L ET ’ S P UT A N UMBER T O ALL T HIS Some shocking and interesting statistics on meetings… 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

14 H OW M UCH A RE Y OUR M EETINGS C OSTING Y OU ? 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… 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!

15 QUESTIONS…


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