Rethinking Meetings in a Remote-First World: Could This Meeting Have Been an Email?

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The surge of remote work and video conferencing has brought with it an influx of frequent, ineffective, and often draining meetings. Many workers, feeling burdened by an overbooked schedule, face reduced productivity and general exhaustion.

Consequences of Excessive Meetings:

• Diminished Time for Work: Meetings often cut into time that could be dedicated to work, self-care, interactions with loved ones, or personal pursuits.
• Inefficient Gatherings: Numerous meetings could be replaced with emails, phone calls, or brief conversations, promoting efficiency.
• Need for Skilled Facilitators: Effective meetings require adept facilitators and proper agenda management, resources not always readily available.
• Pressured Attendance: The expectation to attend meetings may lead to multitasking or disengagement, hindering meeting quality.

Recommendations for Meaningful Meetings:

• Question the Necessity: Always assess the necessity of a meeting before scheduling it.
• Clear Purpose and Objectives: Provide a precise purpose, clear objectives, and anticipated outcomes in advance of each meeting.
• Sharing Agenda and Attendees: Send a detailed agenda and share the list of attendees before the meeting to ensure focus and relevance.
• Establishing Meeting Rules: Implement rules for fostering effective meetings, like ending early or canceling if a vital contributor is late.
• Declining Irrelevant Invitations: Exercise the right to decline meeting invitations that are irrelevant or do not necessitate your presence.
• Requesting Postponement: If unprepared for a meeting, ask for a postponement or reschedule to allow for better preparation.

Avoiding Meeting Fatigue:

• Minimize Video Calls: Reduce the number of video calls to combat digital exhaustion. Incorporate mental health breaks during and between meetings.
• Taking Breaks from Tasks: Breaks improve focus and enhance overall well-being. Step away from your desk and fully disconnect during these intervals.

Reimagining Meeting Culture in a Remote-First World:

• Brain Capacity: Recognize that our brains are not innately designed for constant video conferencing.
• Exploring Communication Methods: Embrace alternative communication methods like asynchronous messaging, virtual whiteboards, and structured brainstorming sessions.
• Considering Human Social Needs: Prioritize human social needs that contribute to innovation and work performance.
• Establishing Flexible Norms: Create company norms that champion work flexibility and incorporate employee well-being.
• Common Work Style: Cultivate a shared work style that respects individual preferences and promotes effective collaboration.

Conclusion:

As remote work continues to redefine the workplace, the purpose of meetings must be reevaluated. Organizations and individuals alike should strive to eliminate unnecessary gatherings, promote meaningful communication, and encourage collaboration that respects individual styles and preferences. By doing so, we can maintain productivity, well-being, and create a more sustainable work culture in a remote-first world.