I really enjoy the holiday between Christmas and New Year. I like weekends. I also like getting up early. It just occurred to me why this was the case. Without distractions I can actually get my work done.
Put simply, I love writing but I hate meetings.
My clients on the other hand think that writing won’t happen unless it is co-ordinated, scheduled, managed, debriefed, reviewed, discussed and generally met over on a regular basis. I love my clients and I like talking to people but it is just getting silly.
This post is just a cry of frustration. This week I have three meetings with clients at their offices plus four other conference calls. Call that two and a half days. I still have to do at least five days of writing.
Does anyone (please!) have any suggestions about how to make meetings more efficient, less time-consuming or in any way transmute them into productive time?
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{ 19 comments… read them below or add one }
It’s a good idea to have meetings standing up. It feels a little weird, but everyone gets right to point. Perhaps another method would be required for conference calls.
Saying no to them, rechanneling the energy elsewhere, and setting arbitrary meeting limits (1 per week for 2 hours), etc. is the only way I know. You can try using some collaboration software, wiki, etc. to make things happen more…but that can simply add fuel to the meeting fire sometimes (now how do I get the X to do Y?). Aside from making it a part of your or your firm’s culture, most people will continue to suck the life from you with meetings about mostly nothing. Would it be worthwhile to only accept business from those that respect this rule? Would losing XX% of clients that think this is unreasonable help you recapture XX% of your time and sanity so you could pursue more that don’t wish to submit timecards to the God’s of the time vaccuum?
The Account Managers at my work will send an agenda ahead of time to the client, so the client knows what to expect on a call.
I moved so far away from civilization that meetings are largely impossible.
I knew a business writer who charged extra for meetings.
The client would get a price for the written project, and everything else – meetings, faxes, conference calls (beyond the project start/input call) was extra.
Gutsy, but not exactly my style.
I sympathise. I recently started a short-term contract at a large company. I’ve a lot of copy to write, and some very tight deadlines.
So why does my average day seem to include at least two (unnecessary) meetings, always timed to fall when they’ll cause most disruption to my writing?
have people arrive on time, or move all the meetings to telephone calls/conference calls.
Perhaps also make sure there is a strict agenda and its never varied?
Meetings are done for a reason. They are done to exchange ideas when all other means fail. When you’ve exchanged enough of those and the meeting becomes continuous repetition of the same nonsense, its purpose is exhausted. That usually takes about ten minutes.
That’s when it must end. It will not end unless somebody takes action. That somebody must be you. That’s basically it.
Just say (aloud): ok, is there any more we can get out of this? The answer will be obvious…
Two responses:
1. Whenever someone asks for a meeting, I ask “What is the meeting for?” Often it turns out the purpose can be achieved with a phone call or email. Or if the purpose is “discuss some issues about your article”, ask them to email you “just the bullet-point headings” of those issues, so if the meeting is inevitable, at least you can get them to distil their thoughts in their own time.
2. I map out the timeline for a project as part of the proposal they sign. Now this is in the context of, say, web development rather than writing. But I have a diagram of how the project will unfold — when we meet, what each meeting is about, what we do at each stage of the job, and what the “deliverable” is. That way, at least if they say “We need to discuss this design again”, I can fall back on the written proposal and say “Well, we’ll need to cost in that extra round of discussion”.
In general, I’ve found that (especially) large organisations are full of people who don’t have much concept of process or workflow. So “scheduling a meeting” at least indicates they’re doing something.
Hmmm… This is triggering a lot of thoughts, I may return…!
I feel your pain. I too struggle with endless meetings here in my company. And the worst part is, only 10% of the meeting is the actual “meeting”, the rest is casual conversation! Arrrph!
I found these tips at Signal vs. Noise weblog very helpful. But applying them takes collective effort and I don’t think the people here will be too excited about depriving their “meetings” from the casual sidetalks, personal life stories and hilarious comments!
http://www.37signals.com/svn/archives2/you_still_want_meetings_heres_how_to_make_them_useful.php
I agree with you entirely. Meetings suck the life blood out of any project; I avoid them at all costs. I have a different rate for f2f time v desk work. Wikis can also be useful. Usually if you explain to the client that the fee is used up with you sitting in traffic, they’ll usually agree to a conference call. Still face time is important so do it every once in a while if you can. Try to make it social though…so you can concentrate on the relationship.
I’m touched by the responses – it’s nice to know I’m not alone in this! Some good suggestions here. I think the real answer lies in ‘just saying no’. But charging extra for meetings sounds attractive too Matthew
Jeremy has a great idea. I’ve found it really cuts down meeting lag. As does no social comforts like food and beverages, except maybe water.
Other things…set realistic agendas and post them ahead of time (been suggested). Also be firm in how much time you have to spend with clients and don’t be available over the time.
With that, make it clear that ‘we have xx meetings to solve your problems/identify your needs/establish solutions. Anything beyond those meetings is an added cost the project. I do this and it works to keep meetings on course. I layout for my clients the steps before we even begin and make it clear that if more time is needed it’s on their dime.
Bottom line, clearly defined and communciated processes will help your projects stay focused and your meetings become as meaningful as possible.
One method I heard of was someone writing a computer program to show just how much the meeting actually cost.
As each person walked into the meeting, they had to type in their hourly rate. Then, as each minute ticked over, the computer showed in huge text just how much money the meeting had cost so far.
After that meetings became shorter, less frequent, and more targeted.
I hit my threshold on this a couple of months ago. A client had me ride 40 minutes down the highway during morning rush hour–only to shake hand with the new marketing consultant, chat for 10 minutes, and drive home.
I now state in my contract that my fee includes atwo meetings, and anything beyond that will be charged at my hourly fee.
This gets read out loud to them in case they can’t read the “fine print.” lol
Sorry to read that you’re getting dragged into meetings. I’ve been a full-time freelance writer and editor for a few years and have probably been to less than 10 meetings in that time.
The best way to make meetings tolerable, however, is to ensure that it has a goal, that all participants are aware of that goal, and that the person running the meeting has no problem cutting off worthless discussions.
I have collected a few articles on meetings. This is part of my blog where I collect great articles including yours. Hope this will help http://www.artofspeaking.org/2007/01/week-5.html
If the issue is that you hate meetings, then try and limit your client communication to the phone and email as much as possible (sorry if that’s a “duh!” comment).
However, if the issue is that you lose money attending client meetings, then charge as much for travel and meetings as you would for writing. That would focus your clients’ minds on whether they really need face-to-face time with you.
If you need to meet a client to develop a business relationship, then that’s just a cost of sale.
For clarity, I don’t think this is my clients’ problem and I don’t want to blame them in any way. I need to sort myself out and improve the way I communicate and plan my life.
Hmmmm….it’s a perennial problem. Somehow I’ve managed to manage my career to the point where I do more writing than anything else and basically side-step inwarranted meetings and conference calls as much as possible. Insist on first contact by email and it’s possible that new clients will find this a preferable method of discussion, there’s always IM, which is kind of half way between and you can always pick up the phone if there’s a sticky point that really does need a voice at each end to clarify.
Just my tuppence worth
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