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Spontaneous Meetings Versus Scheduled Meetings (Part 2: Scheduled Meetings)

Part 2 of this series will go through the pros and cons of scheduled meetings

Pros: Scheduled Meetings

1. Scheduled meetings are organized

Since the team meeting is scheduled for your entire team, they expected to meet on that day. Most likely, if everyone came prepared, they brought a few things they wanted to discuss. Whether this discussion is facilitated by a powerpoint, a white paper, or a review of previous meetings depends on the agenda. This helps the group stay on task and discuss relevant matters.

2. Scheduled meetings bring busy people together

Often times, we just have those weeks when reports are due, deadlines are coming up, and product launch is in two weeks. Or tomorrow. Having spontaneous meetings at these times is not the best idea for many reasons. Scheduled meetings help, because even if the participants are in the middle of weeks like these, they can bring up their deadlines to arrange a different time to meet.

3. Scheduled meetings sound important

When you tell someone you were in a meeting, it suddenly gives the event an air of professionalism and a bit of pompousness. Board of directors have meetings. Marketing managers have meetings. You have meetings. Of course, you don’t have to tell them the part where you read a memo for 30 minutes like Jeff Bezos at Amazon does.

Cons: Scheduled Meetings

1. They can be time-wasters

Sometimes meetings can be very unproductive. You may get distracted with the discussion and the next thing you know, you started out talking about advertising strategies, and ended up talking about how the lunch special yesterday was such a great deal. There is a reason why they can be time wasters, covered next.

2. Sometimes there is no good reason to meet

Often times, the reason you have a scheduled meeting is because “we have a meeting every two weeks.” So, just because you decided to meet every two weeks means you have to discuss something every two weeks. Often times, a daily update email or even a weekly report accomplishes the same thing. The best strategy to use is to schedule meetings when you know there will definitely be a backlog of items to discuss. It is better to have one two-hour meeting every month than to have a one-hour meeting every week.

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