The Paradox of Meetings: Universally Disliked yet Unavoidable
ChatGPT Series asking for ways to improve communication efficiency
On the continuing topic of teams and productivity (see stories 1 & 2), I asked ChatGPT why we have meetings even though they seem universally disliked.
The core of ChatCPT’s response distills down to providing a venue to collaborate as a team. It begs the question, “Do we need to default to sync meetings, where we incur the significant cost of getting everyone together in one place at the same time, to achieve these outcomes? Could an asynchronous approach as discussed previously get the same result with a much lower cost?”
My Co-Writer, ChatGPT:
Title: The Paradox of Meetings: Universally Disliked yet Unavoidable
Meetings are a staple in virtually every workplace around the globe. However, ask employees about meetings and you’ll often find a universal groan of disapproval. They’re too long, too frequent, or simply a waste of time — these are some of the usual complaints. Despite this universal disliking, meetings continue to be a fundamental aspect of organizational life. Let’s explore why.
1. Communication and Collaboration
Meetings, when conducted effectively, serve as an excellent platform for communication and collaboration. In an age where teams are often dispersed geographically and work asynchronously, meetings can provide the structure needed for individuals to share information, brainstorm, and work together. They bridge the gap between team members and ensure that everyone is on the same page.
2. Decision Making
One of the primary reasons for having meetings is to make decisions. While it’s possible to make decisions via email or chat, sometimes the complexity and importance of the matter require a more in-depth discussion. Meetings provide a forum for the exchange of ideas, weighing pros and cons, and eventually coming to a consensus.
3. Building Relationships
Face-to-face interaction, even if it’s through video conferencing, helps build and maintain relationships among team members. It creates a sense of belonging and community. The nuances of human interaction, such as body language, tone, and facial expressions, can be better understood in meetings compared to written communication.
4. Accountability and Commitment
Meetings can foster a sense of accountability and commitment. When a team meets and discusses goals, deadlines, and expectations, it is more likely that individuals will feel a sense of responsibility towards their commitments. Knowing that progress will be discussed in the next meeting often motivates team members to perform better.
5. Problem Solving
Sometimes problems are too complex to solve via written communication. The back-and-forth, the questions, and the immediate reactions are essential for effective problem-solving. Meetings allow for real-time feedback and can often lead to quicker resolutions.
6. Cultural Ritual
Meetings have become a kind of cultural ritual in many organizations. They signify the seriousness and formal nature of certain discussions. They provide an opportunity to reaffirm the values, mission, and vision of the organization.
“Do we need to default to sync meetings, where we incur the significant cost of getting everyone together in one place at the same time, to achieve these outcomes? Could an asynchronous approach as discussed previously get the same result with a much lower cost?”
Making Meetings More Effective
Understanding why meetings are essential is the first step. The next step is making them more effective. Here are a few tips:
- Have a Clear Agenda: Always start with a clear agenda and ensure that it is shared with all participants in advance.
- Keep It Concise: Stick to the point. Long meetings tend to lose effectiveness as participants become fatigued.
- Encourage Participation: Ensure that everyone has an opportunity to speak and contribute.
- Follow Up: Send minutes and action points after the meeting. This ensures that discussions are translated into actions.
In conclusion, meetings are not inherently bad. They are tools meant to facilitate various essential aspects of organizational life. Like any tool, their effectiveness depends on how they are used. By focusing on making meetings more efficient and meaningful, we can transform them from universally disliked to genuinely productive.
The ChatGPT Prompt
Prompt 1: Write a blog about why people have meetings even if they are
universally disliked?
