When to Have a Meeting

Before you book the hotel for next year’s sales meeting or line up the conference room for your weekly all-hands-get-together, ask yourself these questions:

1. Can we afford to meet? Answer this question not just in terms of the obvious expenses (hotel fees, food, travel costs, etc.) but also in terms of lost revenue and time. Each minute away from the field means a minute your team isn’t booking orders. Even if the meeting is critical, can you afford to do it right now, given the participants’ workloads and other commitments? Take a look at where you are in the fiscal year and your budget cycle – would it be more advantageous to delay until next year, or to fit the meeting in before the year closes?

2. Can you plan it in time? Even the most informal meeting requires some outlay of planning and forethought. If you don’t have a chance to put in the planning necessary to pull off a successful, productive meeting, consider canceling or postponing. A hastily-pulled-together meeting may be a waste of time and money.

3. Is there a more effective way to reach the people involved? If person-to-person interaction is not required, a conference call may fit the bill perfectly. Or if you just want to distribute information and make sure everyone gets the same story at the same time, an online virtual meeting is much more economical. You may need the benefit of the give and take from all the attendees being in one place at one time. If that’s the case, go ahead and meet and take advantage of the creative juices.

4. Is the topic a complex or emotionally charged one? Some meetings are necessary just by virtue of the complexity of the topic to be discussed, or by the emotions that are likely to erupt. If you think there will be many questions that need lengthy answers – or if you know that tension will be high – go ahead and call the meeting. Conversely, if you’re planning to distribute some simple, non-anxiety producing information, you may be able to get away with a memo or email message.

5. Can everyone attend? It makes sense that if the “important” folks can’t make it, you should delay until a time when they can. If so many people are unable to attend that you will have to hold separate sessions, you may be better off planning one large session with enough lead time to ensure that everyone is able to clear their schedules.