About meetings
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When not to have a meeting
Even if the costs are not prohibitive, there is time to prepare
and the participants are available and willing, a meeting may not
be the best way to achieve your aims.
A meeting may not be the best option when:
your message or request is simple
you communicate better on paper than in person
your information doesn't need an immediate response
there is no time to consider every side of the question or debate
every issue
the decision is better made by executives
the cost is prohibitive.
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<p>In the following scenarios, assume cost is not a problem and everyone is available
and has time to prepare. Would a meeting be appropriate?</p>
<h3>Scenario 1</h3>
<p>Stephanie is the Project Manager for the 'On the Move' team. She has a half-formed
idea for the direction of the project, and she knows that the editor has some
ideas as well. She wants the opinion of other team members and wants to get
the concept fully developed. Would a meeting be appropriate?</p>
<p><strong>Answer:</strong> Yes. Stephanie wants to develop an idea and needs input from the
team.</p>
<h3>Sceanrio 2</h3>
<p>Vanitha Vismartali, the Accounts Clerk, is very concerned about the issue
of computer-related health problems. She has done some research and she thinks
all ValleyView staff should be made aware of the findings. However, Vanitha
is very shy and quietly spoken.Would a meeting be appropriate?</p>
<p><strong>Answer:</strong> No. In this case it would be more appropriate for the information
to be distributed in the form of a report or email, as it is most likely that
Vanitha will be more persuasive on paper than in person. </p>
<h3>Scenario 3</h3>
<p>It is Wednesday afternoon and the Sales and Distribution Manager, Geoff Ryder
has just had a meeting with Norta Diessen, HR and Finance Manager, about the
increase in requests for reimbursement of travel expenses. Geoff has told Norta
that he will get some ideas for reducing these expenses from his team, and
get back to her on Monday. The sales reps are mostly 'on the road' Wednesdays
and Thursdays and the distribution officer has appointments with clients on
Thursday, so Geoff was thinking of holding a meeting on Friday. Would a meeting
be appropriate?</p>
<p><strong>Answer: </strong>Yes. Geoff has a deadline to meet, and there is no time to send out
a memo or email then compile the responses. The time restriction limits other
methods of obtaining ideas.</p>
<h3>Scenario 4</h3>
<p>Greg Murphy, Executive Assistant, has been told by Angus Smissen, the General
Manager to call a meeting for all staff because he, Angus, hasn't seen them
for a while. Would a meeting be appropriate?</p>
<p><strong>Answer:</strong> Yes. The boss has told Greg to hold a meeting, so Greg had better
call a meeting! However, he will need to extract agenda items from Angus. </p>
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About meetings
