Which is the best moment for a meeting?
Why should you even bother, right? You can just pick any available slot in your agenda and you are set for your meeting, correct? Unfortunately, this is easier said than done because just any time won’t really work out for your and your team.
We have seen many meetings, even cascades of meetings, so we can surely say that picking the right time can have a huge impact on your business.
If you are looking for quick fixes like “always meet between 8:00 and 10:00”, there is no such thing.
The truth is, meetings have a great effect on your business, so selecting the right moment means taking your business into account.
The ground rules below can help you to find your way through the jungle of finding the perfect time for your meeting in your organization.
Practical Guidelines for Setting the Best Meeting Time
Nevertheless, we have a few tricks from our practices that help you to determine when the best moment for your meeting has arrived:
Make sure that the normal work keeps on moving.
- For example, plan no meeting with production supervisors at the beginning of the day shift. Most of the time the supervisors have to be on the field to ensure that everybody can work properly.
- Plan sales meetings outside “the golden hours". In sales “the golden hours” are the times the (potential) customers can be contacted. Best practice is to proceed all non-client contacts, like administration, outside of these “golden hours”. Plan these meetings smart, you still don’t want to reduce the turnover of your organization, right?
Ensure that the meeting doesn’t stand in the way of the success of your organization.
- Ensure connections between progress meetings, both top-down and bottom-up. Keeping everyone informed and giving every layer of the organization the opportunity to take their responsibility means you cannot bypass them. This implicates consecutive communication. For example, if every progress meeting is always taking place on every other Monday and there are 4 layers in the organizations, then it takes over all 6 or 8 weeks before the CEO hears about what happens at the bottom. Usually, this isn’t desirable. Through planning these consecutive time/day meetings can be shortened to 3 days.
Try to avoid fragmenting the day.
- That is what we mean: by switching tasks people naturally need to take more time to “get back in there”. If meetings have a normal rhythm to pause the day then the effect is that people cannot really get into their work. In practice, I also see that people often block time in their agendas so that they have different time frames of e.g. 2 hours to have to handle a bunch of tasks.
- Multitasking was researched quite a lot too showing that it isn’t productive. This is just a simple but fun exercise for yourself.
- Something like this. There are other similar exercises.
- This is probably not for every organization or the best way of meeting because it prolongs working hours, which can be both positive as well as undesirable. The normal work can be walked through without complicated questions about planning. Further, it can have advantages with respect to the mindset:
- One doesn’t have all the other daily concerns in mind and can be fully mentally there during the meeting. For some people, it is hard to get away from their daily matters and questions. They end up losing focus.
- Just taking one meeting to chat to everybody at an informal get together instead of focusing on working.
- Due to the casual feel of these get togethers, your team members could be more likely to feel more open and speak their minds more easily.
Select the Right Meeting Time and Become a High-Performance Team now
Overall, there is no magic behind the right moment of your meeting.
The main takeaway is that the specific moment of the meeting can have an impact on your business and the meeting itself. Do not only look at what time fits to get together but take these things into account and you will be one step closer to you high-performing team and organization!