The Ed Eppley Experience
The Ed Eppley Experience

Episode · 1 year ago

Who Should be in This Meeting?


It's the beginning of a new year. There is no better time to make changes to your meeting behaviors and format than today. One of the best things you can do is reduce the number of people who are in your ad hoc meetings. In this Minilog I share things you should consider when deciding who to invite and how to handle the pushback you may get. It's never been more important to be able to get more done in less time. Reducing the size of some of your ad hoc meetings is a great way to start!

Welcome to the Ed Epley experience Mini log. Let professional management expert Ed Epley inspire you to take action on building a more sustainable, smart and healthy business. Hello, everyone. It's at Eppley back with another mini log for you today, and this one's perhaps a little bit different than the most recent ones we've talked about because I want you to ask yourself this question. Who should be in this meeting? I want you to ask that question next time you're in a meeting and you look around the faces at the table. Is everybody in the room that should be in the room? That really makes sense. I think there's a tendency by a lot of managers and leaders to invite people for fear of having them being concerned if they weren't invited and that be offended. But you and I both know the fewer people in the room typically, the...

...quicker the conversation goes, the more people there in the room the Mawr defused, the conversation gets, and a lot of times it's harder to get to the answer. That's a very fine line to walk, so the question really is who should be in the meeting Now there's a type of meeting called ad hoc that we certainly make reference to with our clients, which essentially says this meeting is not a standard ongoing meeting. Ad hoc are one of a kind one time meetings, typically for a specific topic. And so usually it's a topic that's worthy of its own meeting because it's going to take enough time toe warrant, you know, at least a half hour or so. Secondly, the topic warrants ah, smaller or larger group than your normal meetings, whatever those happen to be. So if you've got a team of seven, there might only be three of that team that really relate to and are should be concerned with the topic. So we're only gonna have those three people spend their time and energy, not the whole team's.

We're gonna be economical if you will and and be efficient by Onley involving those that should be. Or sometimes a topic requires mawr inputs from more people than our normal team size of let's say, six or seven. So we might invite two or three extra, but that would be again an ad hoc meeting. When do you go smaller? Well, usually when it's a fuzzy or nebulous issue. We want fewer people in the room, at least initially, because that will help us get Mawr aligned about what the topic or problem actually is. Well, we may not even fully know the problem yet. We just want to discuss it with a few people to say Isn't really even a problem. Possible issues in doing these add hocks. Well, people who are not invited made question. Why am I not participating? And their feelings could be, you know, damaged or hurt. By that, you have to be prepared to explain to them why it was in their best interest in the organizations that they weren't in the room. It wasn't that you were trying to exclude them. It's simply you're trying to get to the answering...

...the most efficient way possible and not involving them because they really aren't Jermaine to that topic. Sometimes they just need to be okay with that. The other thing is, once you've had that ad hoc, you have to ask yourself how doe I bring others up to speed. Now that we have met, what's the right procedure for doing that in our conversations about meeting disciplines great teams in whatever meeting there in a line on what was decided, and then what will be communicated and last, How will it be communicated? So when somebody is not invited and you're concerned about how they would feel about it being very intentional about who will speak to them, how that will be shared? You know, it's one thing for you. Toe. Go to them and talk to them and say, Here's the output of the meeting versus just sending them an email and updating them versus not telling them anything. So part of this is knowing your people, knowing what they need to still feel like they're valued if they would be harmed or hurt by not having been invited to this ad...

...hoc. Ultimately, though, your job is to make sure that we have the right people in this meeting, and I'm going to challenge you to think about as you look at the meetings. They're going on that air either scheduled by you or others asking yourself, Do we have the right folks here? And are we doing the right things to make sure that we do that with more discipline? That's it for today's mini log. I hope your day is going well. Thanks for listening. Thanks for listening to the N F Lee Mini log visit W W W the Epley group dot com for resource is tips, adds latest blog's and a free assessment on where to improve your professional management skills.

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